Job Description

ADMINISTRATIVE ASSISTANT

POSITION SUMMARY

Nirvana Cannabis is seeking a detail-oriented and dependable Administrative Assistant to support daily accounting and general office operations. This position will assist with accounts payable and receivable, invoicing, reconciliations, financial recordkeeping, office administration, and general team support.

The ideal candidate is organized, professional, accurate, and able to manage multiple priorities in a fast-paced environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

Accounting

• Enter and maintain financial transactions in accounting software and Excel.
• Process accounts payable invoices, verify coding, and prepare payments.
• Prepare and distribute customer invoices.
• Assist with accounts receivable and follow up on outstanding balances.
• Reconcile bank accounts, vendor statements, credit cards, and other financial records.
• Research and resolve accounting discrepancies.
• Maintain organized financial records, invoices, receipts, and supporting documentation.
• Assist with expense reports and financial reporting.
• Prepare documentation for audits, tax filings, and compliance requirements.
• Maintain confidentiality of financial and company information.

General Administration

• Provide general administrative support to the office and accounting team.
• Answer phones, greet visitors, and direct inquiries appropriately.
• Schedule meetings and appointments and assist with travel arrangements as needed.
• Prepare correspondence, reports, meeting materials, and other documents.
• Maintain organized electronic and physical files.
• Monitor and order office supplies.
• Coordinate routine office, equipment, and facility needs with vendors.
• Assist with company meetings, events, and special projects.
• Support improvements to office and accounting processes.
• Perform other administrative duties as assigned.

REQUIRED SKILLS & ABILITIES

• Strong attention to detail and accuracy.
• Excellent organizational and communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Basic understanding of accounting principles.
• Proficiency with Microsoft Office, especially Excel and Outlook.
• Experience with accounting software such as QuickBooks, SAP, Oracle, or similar preferred.
• Professional, dependable, and able to work independently and as part of a team.
• Ability to maintain confidentiality.

EDUCATION & EXPERIENCE

• High School Diploma or GED required.
• Associate or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• 1–3 years of accounting, bookkeeping, administrative, or related experience preferred.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting and working at a computer.
• Occasional standing, walking, and lifting of up to 20 pounds.
• Ability to work in a typical office environment.