Accounting Assistant / Office Manager

Join the Nirvana Cannabis Team in Michigan!

Nirvana Cannabis is seeking a detail-oriented and dependable Accounting Assistant / Office Manager to help support day-to-day financial operations and keep our office running smoothly. This dual-role position is ideal for someone with a strong accounting foundation who also thrives in an organized, fast-paced office environment.

ACCOUNTING ASSISTANT / OFFICE MANAGER - JOB DESCRIPTION

As an Accounting Admin / Office Manager at Nirvana Cannabis, you will play a vital hybrid role in supporting the financial integrity and daily operations of the office. This position requires a highly organized and detail-oriented individual who can seamlessly shift between accounting support and office management responsibilities. You'll assist with essential financial tasks such as data entry, reconciliations, and invoicing, while also maintaining a clean, professional, and functional workspace for all team members. The ideal candidate is proactive, resourceful, and comfortable juggling multiple priorities in a fast-paced environment.

E SSENTIAL D UTIES :

Enter all financial transactions and accounting data into the company's financial software systems or Excel spreadsheets with a high level of accuracy, ensuring timely and precise documentation of business activity.

Maintain and organize comprehensive filing systems for both electronic and physical financial documents, including invoices, receipts, and payment confirmations, making sure records are audit-ready and easily retrievable.

Routinely update and reconcile financial records, including accounts payable, accounts receivable, and general ledger entries, ensuring consistency between internal systems and bank statements.

Identify and resolve discrepancies by reviewing source documents and communicating directly with vendors, employees, or department heads to correct errors and clarify financial data.

Assist in the full-cycle processing of accounts payable, including reviewing incoming invoices, assigning proper coding, entering data into the system, and preparing payments according to due dates.

Coordinate directly with vendors to verify invoice details, clarify billing issues, confirm payment schedules, and respond to any concerns about outstanding balances or over / underpayments.

Generate and distribute outgoing invoices for customer purchases or contracted services, ensuring accuracy in pricing, taxes, and delivery terms.

Monitor aging reports on accounts receivable, follow up with internal and external parties regarding unpaid balances, and escalate collection issues as necessary to management or legal counsel.

Regularly reconcile vendor statements against internal records and proactively resolve mismatches or delays in order to maintain strong vendor relationships and uninterrupted service.

Oversee the general appearance and functionality of the office environment to ensure a clean, organized, and professional setting that supports productivity and positive team morale.

Monitor stock levels of office supplies including stationery, breakroom items, and printer toner, and place timely orders to prevent shortages while staying within department budgets.

Serve as the go-to person for employees experiencing facility or equipment issues, coordinating timely repairs or maintenance with internal teams or outside vendors.

Conduct regular walkthroughs of the office to assess workspace needs, identify safety or compliance issues, and make recommendations for improvements.

Provide administrative support to the accounting department and executive leadership, including managing calendars, booking travel arrangements, preparing meeting agendas, and coordinating internal communications.

Act as the primary point of contact for incoming phone calls and visitors, providing a welcoming and professional first impression while directing inquiries to the appropriate departments.

Assist in organizing company events, team meetings, and employee appreciation initiatives, contributing to a positive and engaging workplace culture.

Take initiative in recommending process improvements in office workflow and accounting-related administrative tasks.

Participate in cross-functional projects as needed, supporting other departments with administrative expertise.

R EQUIRED S KILLS & A BILITIES :

Excellent verbal and written communication skills with the ability to interact professionally at all levels.

Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong organizational skills with the ability to keep tasks and documentation in order.

High level of accuracy and attention to detail.

Ability to meet tight deadlines and manage multiple priorities in a high-volume environment.

Customer service-focused with a proactive and problem-solving attitude.

Familiarity with accounting principles and office administrative best practices.

E DUCATION & E XPERIENCE :

High School Diploma or GED required.

Associate or Bachelor's degree in Accounting, Finance, or a related field preferred.

At least one year of experience in an administrative or accounting support role is highly preferred.

P HYSICAL R EQUIREMENTS :

Prolonged periods of sitting at a desk and working on a computer.

Occasional standing, walking, or light lifting (up to 20 pounds).

Must be able to navigate a typical office environment, including filing and organizing.

Be part of a growing company that values precision, professionalism, and team spirit. Join Nirvana Cannabis and help keep our operations running smoothly from behind the scenes.