Accounts Payable Specialist

Timeless was founded in 2013 with the vision of creating a Leading Lifestyle Brand around Cannabis products that are efficient, safe & discreet to use. Our passion for R&D and Brand building has led Timeless to be one of the most innovative brands in the market. 

Community, Culture, and Legacy are the building blocks of what we do at Timeless. We always have and will continue to work with local businesses, artists, charities, and dispensary partners to support the movements that we believe impact our industry and world for the better. 

About the role

The Accounts Payable Specialist is responsible for handling financial transactions, managing numerical data, and collaborating with the Accounting Manager and Controller. This role involves processing vendor payments, and reconciling credit card expenses. The ideal candidate should have strong attention to detail, numerical proficiency, and multitasking skills to ensure accurate and timely transactions while maintaining data integrity.

Responsibilities

• Process vendor invoices and apply proper coding to ensure accurate and reliable financial tracking and reporting for multiple entities. 
• Maintain precise and up-to-date vendor records, including contact information, terms, and W-9 forms, ensuring accurate and efficient communication with vendors and compliance with tax regulations.
• Prepare and execute weekly check runs and ACH payments, managing payment schedules and ensuring timely and accurate disbursements to vendors and employees.
• Responsively address vendor inquiries and promptly resolve payment discrepancies, demonstrating excellent communication skills and a commitment to maintaining positive vendor relationships.
• Provide valuable assistance during month-end and year-end closings, including the processing of 1099 forms to meet tax reporting requirements.
• Collaborate proactively with cross-functional teams, including purchasing, receiving, and other departments, to effectively resolve any accounts payable-related issues or discrepancies, fostering a spirit of teamwork and shared responsibility.
• Actively contribute to accounts payable process improvements and continually enhance procedures to optimize efficiency, accuracy, and internal controls.
• Perform accurate and timely data entry for employee credit card transactions, ensuring proper allocation and reconciliation of expenses across multiple entities.
• Track credit card utilization through Fyle, ensuring receipts are received and employees follow credit card procedures. 
• Assist with migrating data from Quickbooks Online to Microsoft Business Central ERP system. 
• Assist the Controller with special projects as assigned, showcasing flexibility, adaptability, and a willingness to support the team's objectives.

Candidate Qualifications

Skills

• Possess a strong and comprehensive understanding of accounts payable principles, including expertise in invoice processing, various payment methods, and accurate general ledger coding.
• Demonstrate proficiency in utilizing Quickbooks Online and Microsoft Dynamics Business Central accounting software.
• Exhibit exceptional attention to detail, identifying and resolving discrepancies or errors in financial records, transactions, and documentation.
• Showcase strong organizational and time management skills, effectively prioritizing tasks and managing competing deadlines.
• Communicate effectively and professionally with internal and external stakeholders.
• Possess advanced proficiency in utilizing Microsoft Office Suite and Google Suite, particularly Excel, for data analysis, reporting, and financial calculations.

Experience

• Experience handling confidential information with discretion.
• 2+ years of QuickBooks Online experience (Required)
• 2+ years using Microsoft Dynamics Business Central or similar ERP system - A HUGE PLUS
• 3-5 years of successful experience in a similar function or fast-paced accounting department.

Educational Background / Certificates

• Associate degree in accounting principles or business support, or related experience

Full-Time Benefits

Insurance Benefits: (available on the 1st of the month following 60 days of employment)

• Health Insurance (company sponsors up to 50% of employee premiums)
• Dental Insurance (company sponsors up to 50% of employee premiums)
• Vision Insurance (company sponsors up to 50% of employee premiums)
• Long-Term Disability
• AD&D Life Insurance
• Critical Illness
• Hospital Indemnity
• Accident Protection Plan
• $50,000 Company-Provided Basic Life Insurance

Time Off Benefits: 

• A minimum of 10 paid holidays each calendar year
• Sick time - available after 90 days of employment
• Vacation time - available after 1st year of employment 
• Paid Parental Leave - available after 1st year of employment

Bonus Opportunities

• Performance-Based Bonus (pro-rated for full-time start date)
• Employee Referral Bonuses - eligible after 90 days of employment

Additional Perks:

• Employee discount on website merchandise
• Positive Cannabis Culture