Business Operations Specialist

At Kiva Sales & Service (KSS), we’re proud to be at the forefront of California's cannabis distribution industry. As the exclusive distributor for Kiva Confections and a carefully curated portfolio of premium cannabis brands, we ensure that dispensaries across the state have seamless access to the products their customers love. Founded on the principles of quality, reliability, and innovation, we provide unparalleled service through next-day deliveries, expert account management, merchandising support, and a robust logistics network. Every day, our team strives to elevate industry standards while empowering dispensaries to thrive in an ever-evolving market. Joining KSS means becoming part of a company that’s passionate about delivering excellence and driving sustainable growth in the cannabis space. Please review our website: Job Summary We are looking for a highly organized and proactive Commercial Operations Specialist to play a pivotal role in maintaining the efficiency and effectiveness of our operations. In this role, you will collaborate closely with our sales, brand, and operations teams to ensure seamless processes, accurate order entry, and outstanding customer support. You will utilize various communication platforms such as our in house task system, Slack,and email to facilitate clear information flow and ensure the timely execution of tasks within their required deadlines. MUST reside in California! This is the job for you if... You want to solve problems and build a better industry You’ve been told (more than once) that you’re a scrappy, roll-up-the-sleeves, get stuff done type of person who is organized, honest and thoughtful Your friends describe you as trustworthy, loyal and dependable You’ve been called an overachiever You don’t leave things to chance and rely on your ability to “wing it.” Rather you’re calculated, prepared and take measured risks You don’t want to play politics and office games to get ahead You have VERY strong conversational communication skills You like to play on a winning team You’re interested in a meaningful job at a growing cannabis distributor where you’ll work on a variety of projects at once As Commercial Operations Specialist you will... As a Commercial Ops Specialist, your responsibilities will focus on the accurate and efficient execution of daily commercial and system operations across three key areas: Task and Data Management Order Entry and Processing: Efficiently manage and process all inbound order requests received via email, task systems, and phone calls, ensuring accuracy and timeliness in order fulfillment. Pricing and Promotion Management: Actively maintain up-to-date pricing information and execute all required promotions within the internal systems. Product and Customer Setup: Ensure accurate and complete product and customer information is maintained in our internal system, Encompass, to facilitate smooth and compliant transactions. Quality Assurance & Compliance: Conduct periodic audits and checks to ensure data accuracy, compliance with company policies, and adherence to commercial best practices. Technical and Operational Support System Technical Support: Provide comprehensive ordering and technical support for Encompass to internal users, external partners, and support Supplier Users regarding Dashboards and tools within the system. Sales Enablement: Directly support the sales team by efficiently entering orders submitted through the Encompass task system. Task-Based Operations & Deadlines: Collaborate closely with cross-functional teams to complete time-sensitive tasks related to order processing, inventory management, and customer support. Ensure all task deadlines are met consistently and assist in the reprioritization of tasks when necessary Communication and Issue Resolution Customer & Supplier Resolution: Act as a critical point of contact to answer questions via phone, email, and task systems for customers and suppliers regarding task submissions, pricing, customers, allocations, invoicing, Accounts Receivable (AR), and product status, and escalating inquiries to appropriate department contacts when needed. Communication Coordination: Act as a central communication hub between departments, utilizing Slack, email, and task systems to streamline information flow and enhance cross-functional collaboration. What we’re looking for... 2 + years proven experience in a similar role, ideally in a fast-paced distribution or logistics environment. SQL knowledge and wholesale distribution experience ideal Proficiency in using internal systems such as Encompass preferred Excellent communication skills, both written and verbal, with a keen attention to detail. Strong analytical and problem-solving abilities to resolve issues effectively. Exceptional organizational skills and the ability to manage multiple tasks simultaneously. Proactive attitude with a focus on continuous improvement and a willingness to take initiative. Team player mentality with the ability to collaborate and communicate effectively with various departments. Cannabis experience preferred Physical Requirements Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Ability to communicate clearly via phone, video, and in person. Regularly required to use hands to handle, type, or feel; reach with hands and arms. May require occasional standing, bending, or walking to file or retrieve materials. Work Environment This role operates primarily in a remote/home office environment using standard office equipment such as a computer, phone, and video conferencing tools. The employee is expected to maintain a professional workspace free from excessive noise or distractions during working hours. Regular virtual collaboration with team members across multiple time zones may be required. Occasional travel to company offices, client sites, or team meetings may be necessary based on business needs. The noise level in the work environment is typically low. Employees must have reliable internet access and an appropriate remote workspace that supports confidentiality and productivity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex(including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local law. We are committed to providing reasonable accommodations for qualified individuals with disabilities and for applicants with disabilities in our application and hiring process. California Privacy Notice at Collection – Job Applicants If you are a California resident we are required to disclose that we collect personal information about you in connection with your application for employment. Categories of Personal Information Collected: Identifiers (e.g., name, email, phone number, address) Professional and employment-related information (e.g., resume, work history, references) Education information Background check information (where permitted by law) Sensitive Personal Information (e.g., Social Security number, driver’s license or government ID number, if required for background checks or legal compliance) Purposes for Collection: We collect this information to evaluate your candidacy, communicate with you, conduct background checks (where permitted), comply with legal obligations, and maintain employment records. We do not sell or share applicant personal information for cross-context behavioral advertising. We retain your information for as long as reasonably necessary to evaluate your application, comply with legal obligations, and protect our rights. For more information about how we collect, use, disclose, and retain personal information (and to learn about your California privacy rights) please review our full California Job Applicant Privacy Notice here: If you are a California resident, you have the right to request access to, correction of, or deletion of your personal information, subject to certain exceptions. To submit a privacy request, please contact: View email address on click.appcast.io | View phone number on click.appcast.io #J-18808-Ljbffr