About Timeless Select LLC

Timeless was founded in 2013 with the vision of creating a Leading Lifestyle Brand around Cannabis products that are efficient, safe & discreet to use. Our passion for R&D and Brand building has led Timeless to be one of the most innovative brands in the market.

Community, Culture, and Legacy are the building blocks of what we do at Timeless. We always have and will continue to work with local businesses, artists, charities, and dispensary partners to support the movements that we believe impact our industry and world for the better.

About the role

The Administrative Specialist supports daily operations for Timeless New Jersey by ensuring accurate data entry, inventory documentation, compliance tracking, production support, and cross-department coordination. This role serves as a critical link between Operations, Warehouse, Production, Sales, and Accounting — ensuring processes are executed efficiently within Business Central (Dynamics 365), Metrc, and other internal systems.

This position requires strong organizational skills, attention to detail, and the ability to manage multiple workflows in a regulated cannabis manufacturing environment.

Responsibilities

Administrative & Systems Support

• Enter and maintain accurate data in Microsoft Dynamics 365 Business Central
• Support production order documentation and inventory transactions
• Assist with item reclassification journals, transfers, and inventory adjustments
• Maintain digital filing systems and SOP documentation
• Prepare and organize internal reports as requested by management

Inventory & Compliance Support

• Assist with Metrc tag tracking and reconciliation
• Ensure physical inventory movements match digital transactions
• Timely communication when inventory levels of specific strains begin to run low
• Collect data from the production team for reconciliation of any completed Finished Good inventory prior to storing in Finished Vault
• Coordinate with production team and review BPRs for accuracy and compliance
• Support waste documentation and manifest preparation
• Maintain accurate documentation for audits and compliance reviews
• Intake and shipment of materials between vendors and markets
• Maintain organized records of invoices and vendor documentation
• Perform monthly inventory counts and reconciliation

Sales & Customer Coordination

• Management & Fulfillment of all orders received in LeafLink / Business Central
• Daily review of all incoming orders in Leaflink and communication with team regarding delivery schedule / needs
• Coordinate with 3rd-party transportation for Sales Order shipments
• Reporting of daily sales / shipments to leadership
• Coordinate communication between Sales and Warehouse
• Ensure supporting documents are complete before order fulfillment
• Maintain organized records of invoices and customer documentation
• Coordinate with Sales and Customers on Accounts Receivable
• Intake of customer payments and preparation of bank deposits
• Digital entry of customer payments in all necessary systems

Cross-Functional Communication

• Act as liaison between Operations, Production, Accounting, and Warehouse teams
• Follow up on missing documentation or incomplete transactions
• Support onboarding and administrative training as needed
• Assist leadership with special projects and reporting

Work Environment

• On-site position in New Jersey
• Fast-paced production and warehouse environment
• Must comply with all New Jersey state cannabis regulations

Candidate Qualifications

Required Qualifications

• 2 years of administrative or operations support experience
• Strong proficiency in Microsoft Excel and Microsoft Office Suite
• High attention to detail and organizational accuracy
• Ability to work in a fast-paced, regulated environment
• Strong written and verbal communication skills

Preferred Qualifications

• Experience in cannabis manufacturing or regulated industries
• Experience working in ERP systems (Business Central preferred)
• Familiarity with Metrc
• Understanding of inventory and production workflows
• Experience supporting multi-department operations teams

Core Competencies

• Detail-oriented and process-driven
• Strong follow-through and accountability
• Systems-minded thinker
• Confidential and professional
• Adaptable and solution-focused

Compensation

Employment Details

• Full-Time
• Hourly (NonExempt)

Base Range

• $20.00 per hour

Bonus Potential

• Up to 10% of base annual wage, based on performance/KPIs (prorated for full-time start).

Full-Time Benefits

Insurance Benefits:

(available on the 1st of the month following 60 days of employment)

• Health Insurance (company sponsors up to 50% of employee premium)
• Dental Insurance (company sponsors up to 50% of employee premium)
• Vision Insurance (company sponsors up to 50% of employee premium)
• Long Term Disability
• AD&D Life Insurance
• Critical Illness
• Hospital Indemnity
• Accident Protection Plan
• $50,000 Company-Provided Basic Life Insurance

Time Off Benefits:

• A minimum of 10 paid holidays each calendar year
• Sick time - available after 90 days of employment
• Vacation time - available after 1st year of employment
• Paid Parental Leave - available after 1st year of employment

Bonus Opportunities

• Performance-Based Bonus (pro-rated for full-time start date)
• Employee Referral Bonuses - eligible after 90 days of employment

Additional Perks:

• Employee discount on website merchandise
• Positive Cannabis Culture