Administrative Specialist

Timeless•Egg Harbor Township, NJ

8h•$20•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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
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
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
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