HeadQuarters

Operations

• HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, marketing and logistics.
• We are seeking a dedicated and detail-oriented assistant to provide foundational, day-to-day support to our CEO.
• The core focus is on providing reliable, efficient administrative support, ensuring the CEO's schedule and time are managed effectively.
• Working hours for this position are: 10:00 AM – 6:00 PM PST (7:00 PM – 3:00 AM for candidates located in Serbia).
• The perfect candidate will need to possess the three Rs: RELIABILITY, RESPONSIBILITY, and RESILIENCE.

Operations Assistant

Billing Specialist

• Retailer Communication - maintain regular communication with retailers and nurture positive partnerships - providing invoice summaries, sharing account balances, and coordinating payment pickups timely
• Invoice Discrepancy Resolution - in cases where invoices are incorrectly paid to brands instead of the distributor, you serve as the main point of contact to resolve discrepancies.
• Multichannel Communication - ensure clear and efficient communication using both emails and phone calls - to accommodate the preferences of retailers and brands.
• Collaboration and Issue Resolution - actively participate in problem-solving and decision-making discussions to contribute to resolving time-sensitive issues.
• Documentation and Tracking - diligently record communication details with retailers and brands efficient tracking of interactions and overall progress.

Billing Associate

Payroll

• Support daily accounting operations, including reconciliations, invoicing, cash/payment applications, and journal entries
• Calculating, approving, and distributing salaries, bonuses, and commissions
• Verifying hours worked, attendance, and overtime, including managing paid time off (holiday, sick, maternity leave)
• Maintaining accurate, confidential employee records (bank info, tax status, salary changes)
• Maintain low error rates and ensure minimal need for supervisor corrections
• Build client trust through reliable support and contribute ideas to improve workflows
• Collaborate with team leads and peers in meetings, check-ins, and shared projects
• Develop technical expertise in accounting fundamentals, AP/AR processes, Excel, and ERP systems

Finance & Accounting Associate – Payroll

Accounts Payable

• Process and manage incoming vendor invoices efficiently and accurately.
• Facilitate payment approvals and execute payments via various methods.
• Maintain accurate records of all transactions and communications with vendors.
• Streamline accounts payable processes and recommend improvements.
• Assist in the preparation of payment reports for management review.
• Collaborate with team members to ensure timely processing of invoices.
• Support internal and external audits by providing necessary documentation.
• Communicate effectively with vendors regarding payment status and issues.

Operations Assistant

Billing Associate

Finance & Accounting Associate – Payroll

Accounts Payable Specialist