Job Description

Job Description

The Administrative Assistant supports daily office operations and multiple departments by managing administrative tasks, coordinating office functions, and assisting with invoicing, inventory tracking, and order processing. This role is ideal for a highly organized, detail-oriented individual who thrives in a fast-paced environment and takes pride in keeping operations running efficiently.

Responsibilities

Administrative Support

• Answer incoming calls and greet visitors in a professional manner
• Maintain organized filing systems and office records
• Track employee time-off requests and maintain documentation
• Provide general administrative support to department leaders as needed

Office Operations

• Order and manage office supplies and merchandise inventory
• Maintain organization of shared spaces, including breakroom and storage areas
• Prepare welcome materials and coordinate items for company events and vendor days

Accounting & Sales Invoicing

• Generate and process high-volume invoices, ensuring accuracy in pricing and product details
• Review invoices against purchase orders, contracts, and delivery records
• Record and post invoices in accounting systems to maintain accurate financial data
• Assist with purchase orders, credit memos, and accounts receivable follow-ups
• Communicate with internal teams to resolve invoicing discrepancies
• Maintain organized financial and customer account records
• Support month-end processes by ensuring invoices are entered and reconciled

Inventory & Order Processing

• Assist with inventory reconciliation on a monthly and quarterly basis
• Package and ship merchandise orders and monitor shipment status

Additional Duties

• Communicate with vendors regarding orders, invoices, and issues
• Support audits and documentation as needed
• Assist with additional administrative and operational duties as assigned

Requirements

• 1–2 years of experience in administrative or accounting support roles
• Strong organizational and multitasking skills with attention to detail
• Ability to work independently and prioritize tasks in a fast-paced environment
• Proficiency in Google Workspace and Microsoft Office (Word, Excel)
• Experience with accounting software such as QuickBooks and invoicing platforms (LeafLink preferred)
• Strong communication, problem-solving, and interpersonal skills
• Ability to handle sensitive information with professionalism and discretion
• Experience in the cannabis industry is a plus

Schedule and Pay:

• The position is full time (Mon-Friday)
• Starting at $18-19/hr based on experience and qualifications

The United Green is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), age, marital status, national origin, citizenship status, disability, genetic information, veteran status, or any other status protected by law. If you require assistance or a reasonable accommodation during the application process, please visit our website privacy and terms of use for more information. The EEOC “Know Your Rights” poster is available at

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