HeadQuarters

- **Collections & Aging Management:** Manage and maintain aged accounts receivable across wholesale retail accounts, ensuring timely collection efforts and resolution of delinquent balances. - **Proactive Follow-Up:** Monitor aging reports and proactively follow up on upcoming and past-due invoices through phone calls, emails, and written correspondence while maintaining accurate documentation of all account activity, customer communication, and collection efforts. - **Dispute Resolution:** Investigate, resolve, and reconcile account discrepancies, invoice disputes, deductions, short payments, and unapplied cash in a timely and professional manner. - **Payment Processing:** Process, apply, and reconcile customer payments and credit memos accurately within **Dynamics** and **Acumatica ERP** systems. - **Credit Risk Monitoring:** Monitor customer credit risk, review payment trends, assist with payment term requests, and support credit reviews for new and existing retail accounts. - **Sales Partnership:** Partner with sales personnel to manage customer accounts, review credit limits, enforce credit holds on delinquent accounts, and balance collections priorities with customer relationship management. - **Account Reconciliation:** Perform account reconciliations and support retail partners with statement reviews, payment research, and dispute resolution. - **Risk Escalation:** Identify delinquent or high-risk accounts and recommend payment arrangements, escalations, third-party collections, or legal action when necessary. - **Reporting:** Maintain accurate account records and prepare reporting related to AR aging, account status, collections activity, and critical account updates. - **Leadership Engagement:** Participate in weekly meetings with the CFO and Financial Controller to provide updates on critical accounts, collection risks, and overall AR performance.

• Manage full-cycle recruitment processes for a variety of roles across operations, customer experience, finance, technology, compliance, and corporate functions. • Partner with hiring managers to understand business needs, define role requirements, and create effective hiring strategies. • Source and attract top talent through LinkedIn, job boards, referrals, networking, and other creative recruiting channels. • Conduct recruiter screenings and coordinate interview processes with internal stakeholders. • Ensure a positive and professional candidate experience throughout all stages of the hiring process. • Maintain and improve recruiting workflows, reporting, and applicant tracking systems. • Build and maintain talent pipelines for current and future hiring needs. • Support onboarding coordination and offer management processes. • Monitor recruiting metrics including time-to-fill, pipeline conversion, and hiring effectiveness. • Stay informed on market trends, compensation benchmarks, and hiring best practices. • Ensure compliance with California employment regulations and internal hiring policies.

• 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.

• Build and maintain full-stack features leveraging APIs that pull data from BigQuery, contributing to a fast, clean, and scalable production codebase. • Work within a multi-tenant environment where data isolation and secure access control (including Row-Level Security) are first-class concerns • Build and maintain features using SQL databases, with a focus on PostgreSQL • Design and optimize complex queries, manage indexes, schema design and migrations in PostgreSQL, with the ability to diagnose and resolve performance bottlenecks • Contribute to system security, including admin system management and access controls

HeadQuarters is a global start-up that partners with US cannabis companies to provide support in finance, sales operations, and logistics. At the moment, we are looking for a skilled and driven Full-Stack Software Developer to join our growing team. In this role, you will be responsible for building, scaling, and maintaining modern web applications, working across both frontend and backend systems. You’ll collaborate closely with cross-functional teams to deliver high-quality, secure, and scalable solutions in a fast-paced environment. Working hours for this role are aligned with the EST time zone (afternoon hours for candidates based in Serbia). Responsibilities - Build and maintain full-stack features leveraging APIs that pull data from BigQuery, contributing to a fast, clean, and scalable production codebase. - Work within a multi-tenant environment where data isolation and secure access control (including Row-Level Security) are first-class concerns - Build and maintain features using SQL databases, with a focus on PostgreSQL - Design and optimize complex queries, manage indexes, schema design and migrations in PostgreSQL, with the ability to diagnose and resolve performance bottlenecks - Contribute to system security, including admin system management and access controls

• Provide comprehensive calendar management: schedule meetings, appointments, and calls across multiple time zones. • Serve as a communication gateway, managing and prioritizing emails and messages with discretion. • Manage and maintain important documents, files, and records, ensuring easy accessibility for the CEO. • Proactively handle administrative tasks to ensure the CEO's punctuality and preparedness for all commitments. • Extract follow-ups from meeting notes, including action items, decisions, and key takeaways. • Actively follow up on action items and commitments made during meetings, tracking progress, and ensuring timely completion. • Arrange travel and accommodations as needed. • Prepare basic documents, presentations, and reports. • Perform other core administrative and support duties as required.

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). Due to the nature of the role and close collaboration with the CEO, a high level of responsiveness is important, including occasional check-ins outside standard working hours when priorities shift. The perfect candidate will need to possess the three Rs: RELIABILITY, RESPONSIBILITY, and RESILIENCE.

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). Due to the nature of the role and close collaboration with the CEO, a high level of responsiveness is important, including occasional check-ins outside standard working hours when priorities shift. The perfect candidate will need to possess the three Rs: RELIABILITY, RESPONSIBILITY, and RESILIENCE.

• Review AR aging reports and perform invoice, payment, and credit reconciliations. • Investigate and resolve discrepancies via online meetings and email correspondence with customers, in collaboration with the Collections and Sales teams. • Oversee daily payment application processes, ensuring timely and accurate transaction postings; troubleshoot and resolve related issues. • Work cross-functionally with Sales, Logistics, Collections, and Accounting to resolve billing and payment discrepancies, including chargebacks, short payments, and overpayments. • Ensure timely and accurate upload of payment documentation—including check deposits, smart safe receipts, and ACH remittance details—to internal systems. • Support bi-weekly bank reconciliations related to AR entries and assist with external audits by preparing and adjusting supporting documentation. • Manage payment reconciliation and reporting for consignment accounts, ensuring alignment with contractual obligations. • Process account adjustments, write-offs, and credit memos in compliance with company policies. • Conduct weekly quality reviews of payment applications and reconciliations to ensure data accuracy, integrity, and policy adherence. • Analyze AR performance metrics (KPIs) and provide insights to guide collections and strategic decision-making. • Lead and contribute to continuous improvement initiatives, promoting best practices to enhance AR efficiency and reduce aged receivables. • Participate in month-end and year-end closing activities by ensuring accurate and timely AR postings.

- Regularly review the "Holds Report" on ENCOMPASS and proactively reach out to accounts with past-due balances to release orders. - Contact assigned portfolio of accounts via email, phone, or text, and provide updated statements of their account. - Schedule payment pickups as necessary. - Respond promptly to emails, phone calls, and text messages from retailers. - Coordinate with the AR team to request credit applications from retailers. - Send out Final Decision emails regarding credit requests to retailers every Friday. - Collaborate with the AR team to address and resolve any discrepancies. - Update and maintain notes on the "Payment Profile Dashboard." - Revoke payment terms for unreliable accounts, when necessary. - Work closely with Sales Representatives to ensure effective communication between retailers and Kiva, confirming payments and other relevant details. - Participate in weekly 1:1 meetings with the Collections Manager to review and discuss AR aging reports. - Set up and manage payment plans for retailers experiencing difficulty settling their balance. - Follow up on Slack whenever tagged in a specific case to ensure prompt resolution.