Job Title: Administrative Assistant - Cannabis Operations (California Market)
Location: Los Angeles
Job Type: Full Time
Department: Operations & Compliance
Reports To: Operations Supervisor
Job Summary:
We are seeking a detail-oriented and highly organized Administrative Assistant to support our vertically integrated cannabis operations in California, including cultivation, production, distribution, and retail. The ideal candidate will be a self-starter with strong administrative, compliance, and financial support skills, and a working knowledge (or strong interest) in California's cannabis regulatory environment.
This role will provide cross-functional administrative support, including financial reporting, compliance documentation, scheduling, and internal coordination. Success in this position requires discretion, adaptability, and a proactive attitude toward problem-solving in a fast-paced, highly regulated industry.
Key Responsibilities:
Administrative & Office Support:
- Manage scheduling, meetings, and travel arrangements for executive and departmental staff.
- Organize and maintain digital and physical filing systems, including contracts, licenses, and regulatory documents.
- Draft and distribute internal memos, emails, reports, and SOPs.
- Serve as liaison between departments: finance, cultivation, production, retail, and distribution.
Regulatory Compliance (California Focus):
- Track and ensure compliance with California Department of Cannabis Control (DCC), CDTFA, and local licensing agencies.
- Maintain up-to-date records in METRC, including inventory adjustments, product transfers, and manifest management.
- Assist with internal audits and prepare required documentation for inspections or license renewals.
- Track expiration dates and renewal requirements for business licenses, employee permits (e.g., Live Scans), and cannabis handler cards where applicable.
Financial & Reporting Support:
- Assist with preparation of weekly, monthly, and quarterly financial reports, including expense tracking and budget variance reports.
- Reconcile purchase orders, invoices, and vendor payments in coordination with finance or accounting departments.
- Monitor retail and wholesale sales data; prepare summary reports for internal stakeholders.
- Support inventory valuation and costing reports for production and cultivation.
Inventory, Supply Chain & Operations Support:
- Coordinate transfers and recordkeeping between license types (cultivation, manufacturing, distribution, retail) in METRC and internal systems.
- Track packaging supplies, raw materials, and finished goods; work with procurement to reorder as needed.
- Provide support for delivery logistics, including creating compliant manifests and confirming receipt.
Retail & Customer Operations:
- Support communication with wholesale partners and retail managers regarding order tracking, promotions, and compliance paperwork.
- Process and archive invoices, lab results (COAs), and batch information for product SKUs.
Qualifications:
- 2-4 years administrative experience in a regulated industry; cannabis, pharmaceutical, or food/beverage industry preferred.
- Familiarity with California cannabis regulations, including DCC, CDTFA, and METRC.
- Strong working knowledge of QuickBooks, Excel/Google Sheets, and compliance software (e.g., METRC, LeafLink, Distru, Flowhub).
- Ability to interpret and manage complex documentation and reporting requirements.
- High attention to detail, with excellent written and verbal communication skills.
- Ability to pass a background check as required under California cannabis regulations.
- Must be 21 years of age or older.
Preferred Qualifications:
- Experience supporting finance/accounting departments with expense tracking or budget management.
- Familiarity with state and local licensing processes (BCC/DCC history, local ordinances).
- Understanding of 280E compliance and cannabis-specific bookkeeping considerations (a plus, not required).
Work Environment:
- Primarily office-based, with potential travel to cultivation, distribution, or retail sites within California.
- Exposure to confidential financial and regulatory documents; discretion is required.
- Fast-paced industry with shifting compliance requirements and deadlines.
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