Job Title: Accounts Receivable (AR) Manager – Hemp Division

Department: Finance / Sales Operations
Location: Costa Mesa, CA
FLSA Status: Exempt
Reports To: COO & Hemp Manager
Employment Type: Full-Time
Brand/Entity: Dialed Moods / Muha Meds Hemp

Position Summary

The Accounts Receivable Manager will own the full AR lifecycle for our hemp division, from invoice creation to collections to reconciliation. This role serves as the operational bridge between Sales and Finance, ensuring invoices match sales activity, delivery confirmations, and customer payment terms.

You’ll work closely with the Sales Team, Sales Manager, and Operations to ensure accounts are paid on time, financial data is accurate, and systems stay organized and up to date. The ideal candidate is highly technical, fluent in QuickBooks, and able to automate manual processes (moving AR activity out of Google Sheets and into proper accounting or ERP systems).

Hemp experience is not required, but confidence handling retail, distribution, or CPG accounts is strongly preferred.

Key Responsibilities

Accounts Receivable Management

• Own and manage the full AR aging report for all hemp-related customer accounts.
  
  

• Issue invoices, credit memos, and statements accurately and on time.
  
  

• Track outstanding balances and proactively follow up on overdue invoices.
  
  

• Maintain detailed records of communication, disputes, chargebacks, and payment statuses.
  
  

• Ensure payment terms are followed; escalate accounts when necessary.
  
  

Collections & Account Communication

• Lead all collections efforts through email, phone outreach, and follow-up coordination with Sales reps.
  
  

• Partner closely with the Sales Manager to resolve payment barriers, disputed quantities, or order issues.
  
  

• Build strong relationships with buyers and AP departments to streamline communication and speed up payment cycles.
  
  

• Coordinate payment plans or adjustments when appropriate.
  
  

Cross-Functional Coordination

• Collaborate with Sales, Ops, and Fulfillment to confirm delivery accuracy, quantities, product acceptance, and POD documentation.
  
  

• Work with Finance to support monthly close, cash forecasting, reconciliations, and journal entries.
  
  

• Provide leadership with clear weekly updates on account risks, trends, and recovery status.
  
  

Systems, Automation & Reporting

• Implement automation across AR workflows, migrating manual tasks from Google Sheets into QuickBooks or a more advanced system (ERP/CRM integrations).
  
  

• Identify and deploy tools that improve AR visibility, reporting speed, and data accuracy.
  
  

• Create and maintain SOPs for invoicing, collections, reconciliation, and dispute resolution.
  
  

• Deliver weekly and monthly AR reports, including:
  
  

• • Aging summaries
    
    

  • At-risk or delinquent accounts
    
    

  • Cash collections forecasts
    
    

  • Dispute logs & resolutions
    
    

  • Payment trends by region, rep, or product line
    
    

Requirements

• 3–5 years of Accounts Receivable or Finance experience (CPG, wholesale, or distribution strongly preferred).
  
  

• Technical fluency with accounting and ERP systems, QuickBooks proficiency required.
  
  

• Experience automating manual workflows and implementing new AR tools or processes.
  
  

• Strong understanding of invoicing, collections, reconciliation, and financial documentation.
  
  

• Experience managing a large account list (50–300 customers).
  
  

• Ability to partner closely with Sales — understanding how sales activity converts into revenue, invoicing, and payment terms.
  
  

• Excellent communication skills with a persistent but professional approach to collections.
  
  

• Extremely organized with strong follow-through and documentation habits.
  
  

• Comfortable working in a fast-paced startup environment with evolving processes.
  
  

• Hemp/cannabis experience not required.
  
  

Personality Fit

• Persistent, solutions-focused, and highly organized.
  
  

• Strong communicator who can balance diplomacy with firm collections practices.
  
  

• Technically savvy and excited about building systems, not just using them.
  
  

• Thrives in structure and loves creating it when it does not yet exist.
  
  

• Confident working collaboratively with both Sales and Finance leadership.