Commercial Operations Specialist

Kiva Confections (www.kivaconfections.com) is a world-class cannabis-infused edibles company in California, the largest cannabis market in the world. Kiva's line includes Kiva Chocolate Bars, Terra Bites, Petra Mints, Lost Farms Gummies & Chews, and Camino Gummies. Our products are crafted from premium ingredients and thoughtfully combined with California cannabis. Since our beginning in 2010, our goal has been to create confections that redefine what a cannabis confection ought to be. By applying art and science, we ensure a deliciously consistent experience.

We have high-reaching growth plans as the legal market and consumer adoption expand. Key growth initiatives include ambitious platform innovation, outstanding marketing, geographic expansion, strategic partnerships, and more. We are resourced for this spectacular growth and looking for great people to help take us to the next level.

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.

• 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.

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: https://www.kivaconfections.com/notice-to-applicants

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:

talent@kivaconfections.com | 510.610.8968