The Office Manager is responsible for supporting the back office and administration side of our large-scale commercial cannabis operation. The ideal candidate will be organized, detail and task-oriented, and able to take high level direction from the CEO managing projects through to completion. As the “go-between”, the Office Manager must also be able to communicate clearly with other team members, helping managers and leadership get projects and ongoing tasks implemented and executed consistently.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following areas:

Finance & Bookkeeping:

• Financial record keeping/data entry
• Creating invoices
• Processing payables 
• Following up on receivables
• General correspondence
• Contact database management
• Producing monthly and quarterly reports for the management team and investors 
• Managing the intake of invoices and receipts - mailed & emailed
• Supporting the tax accountant and CPA as needed
• Assist with time and attendance and payroll as needed

Packaging & Shipping: 

• Managing the process that takes new cleared inventory from METRC, determines percentage of product per packaging type (bulk, jars, pre-rolls, trim/shake), loads it into Leaflink with correct description, pricing, quantities, and pictures, and communicates updates to the marketing team for website/social updates and sales for follow-up calls. 
• Manage the process for order fulfillment that includes, but is not limited to:
• • Entry of all sales orders into Leaflink (ensures inventory is always accurate), 
  • Verification of billing and payment receipt,
  • Pick, pack, and pull of the items ordered, including marketing and promotional items 
  • Communication plan with the selected secure transport firm to ensure order pick-up and on time delivery.
  • Confirmation of updates in METRC to show transfer of product
  • Confirmation of product receipt by the customer and related METRC updates (with Compliance Manager)
  • Ongoing management of Leaflink to ensure accurate, online inventory of all available products. 
• Create and manage a SOP for trade sample delivery
• • Work with Compliance Manager to create transfer manifests
  • Entry into Leaflink; ensuring correct sales rep is selected and customer status is updated
• Create and manage a purchasing and inventory system for all packaging and shipping supplies through a relationship(s) with approved vendors, ensuring that MJ does not run out of any of the necessary packaging supplies at any time. This includes, but is not limited to:
• • compliance stickers
  • labels
  • containers - jars, boxes, tins, etc. 
• Working with the Compliance Manager to ensure compliance with all regulations and internal policies and procedures that relate to packaging, order processing, and shipping (secure transport).

General Administration & Misc: 

• Oversees day-to-day office management
• Attends weekly and monthly team meetings; acting as a project manager to ensure that internal company tasks are completed by turning notes into action items for team members
• Manages JSJ internal file system, organizing standard operating procedures, templates, and other key documents in a way that makes them easily findable and useful to the team
• Helps manage the CEO’s calendar by coordinating with clients/vendors to ensure high value time utilization, briefing and reminding the CEO on upcoming meetings and ongoing obligations (tasks)
• Supports the CEO and President in dealing with confidential or sensitive personnel or other organizational matters
• Collaborates with CEO and President to foster a success-oriented, positive, high integrity organizational culture