Administrative Specialist
Timeless Select LLC, Bargaintown, NJ, United States
Administrative Specialist
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
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