KOLASJob Description
Job Title: Inventory Associate
Department: Retail Operations
Reports To: General Manager
Day-to-Day Direction: Inventory Lead, when assigned
FLSA Status: Non-Exempt
Prepared Date: August 2026
Starting Compensation: $20.00 per hour
Summary
The Inventory Associate supports accurate, compliant, organized, and secure inventory operations within the KOLAS retail environment. This position is responsible for receiving product, completing inventory counts, maintaining inventory records, labeling and barcoding products, organizing inventory areas, restocking merchandise, assisting with reconciliations, and helping ensure products are accurately reflected in METRC and company point-of-sale systems.
The Inventory Associate reports to the General Manager. An Inventory Lead may provide day-to-day inventory direction, task assignments, and training; however, the General Manager remains responsible for management oversight of the position.
This is a hands-on position requiring strong attention to detail, organization, reliability, and the ability to follow established procedures consistently. The Inventory Associate is expected to independently complete routine inventory functions within their training and assigned authority while recognizing when discrepancies, unusual conditions, system errors, or compliance-sensitive matters require escalation to the Inventory Lead, General Manager, Purchasing, or Compliance.
Night availability is required as needed, including participation in scheduled monthly inventory counts.
Essential Duties and Responsibilities
Essential duties and responsibilities include the following. Other duties may be assigned based on operational needs.
Inventory Receiving and Intake
- Receive, count, inspect, and verify incoming cannabis inventory.
- Compare physical products against applicable manifests, invoices, purchase orders, METRC documentation, and other required receiving records.
- Open and count delivered products as required to verify quantities and product accuracy.
- Verify required product identifiers, package information, and applicable METRC information before products are accepted into inventory.
- Identify shortages, overages, damaged products, incorrect products, documentation discrepancies, or other receiving concerns before completing intake whenever possible.
- Do not independently approve or resolve an unexplained discrepancy outside established procedures. Immediately escalate unresolved receiving or compliance concerns to the Inventory Lead, General Manager, Purchasing, or Compliance as appropriate.
- Ensure received products are secured and stored in approved inventory areas following intake.
Inventory Accuracy and System Maintenance
- Maintain accurate inventory records within METRC, Indica Online/POS, and other company-approved inventory systems.
- Complete routine inventory entries, updates, transfers, and adjustments only in accordance with training, approved procedures, and assigned system permissions.
- Compare physical inventory against system quantities and investigate routine discrepancies within the scope of assigned duties.
- Promptly report unexplained shortages, overages, system errors, duplicate entries, incorrect package information, or other discrepancies to store leadership.
- Maintain accurate supporting documentation for inventory transactions and adjustments.
- Never alter inventory records, quantities, package information, or compliance records without appropriate documentation and authorization.
Inventory Counts and Reconciliation
- Complete assigned daily, weekly, monthly, cycle, spot, and periodic inventory counts accurately and on schedule.
- Assist with monthly physical inventory counts, including counts that may occur after normal operating hours.
- Compare physical counts against METRC and POS inventory records.
- Research routine count differences and provide clear documentation of findings.
- Escalate unresolved inventory variances to the Inventory Lead or General Manager.
- Assist store leadership with inventory reconciliations, audits, variance reviews, and corrective counts.
Product Preparation, Labeling and Restocking
- Label and barcode products accurately according to company procedures.
- Verify that required labels are present, legible, properly placed, and associated with the correct product.
- Confirm products scan correctly in the POS system before they are placed on the sales floor.
- Organize products by assigned storage location, category, SKU, brand, or other approved inventory method.
- Rotate inventory appropriately and support organized product flow between secure backstock and approved sales-floor locations.
- Restock products based on store needs while maintaining inventory accuracy and product security.
- Promptly make fully verified and properly entered products available for sale when operationally necessary and authorized.
Expired, Damaged, Recalled and Quarantined Product
- Identify expired, damaged, recalled, defective, or otherwise restricted products.
- Separate affected products from sellable inventory as required by company procedures.
- Clearly identify and secure quarantined product to prevent accidental sale.
- Notify store leadership promptly when restricted or questionable inventory is identified.
- Complete required documentation and system updates only within assigned authority and approved procedures.
- Do not return restricted inventory to available-for-sale status without appropriate authorization.
Inventory Organization and Security
- Maintain inventory rooms, storage areas, receiving areas, shelving, and workstations in a clean, organized, and secure condition.
- Ensure inventory remains in approved storage areas when not actively being received, counted, stocked, or otherwise handled for an authorized business purpose.
- Monitor inventory areas for misplaced products, damaged packaging, unsecured merchandise, suspicious activity, or other loss-prevention concerns.
- Follow all company access-control, security, surveillance, and inventory-handling procedures.
- Immediately report suspected theft, diversion, unauthorized access, missing inventory, or suspicious inventory activity to management.
- Protect confidential company, guest, vendor, pricing, and inventory information.
Communication and Team Support
- Communicate inventory shortages, discrepancies, receiving issues, system concerns, and product availability updates to the Inventory Lead and General Manager.
- Work collaboratively with the General Manager, Inventory Lead, Budtenders, Purchasing, Compliance, Call Center, and other departments as necessary.
- Communicate clearly when new products, SKUs, brands, inventory changes, or product availability may affect store operations.
- Provide accurate inventory-related information to team members without guessing or providing unverified information.
- Ask for assistance or management approval whenever a situation falls outside established procedures or assigned authority.
General Store Operations
- Assist with audits, promotional launches, product resets, merchandising preparation, inventory projects, and other approved operational initiatives.
- Support general retail operations when assigned inventory duties have been completed.
- Maintain positive and professional relationships with coworkers, vendors, delivery personnel, guests, and others conducting authorized business with the store.
- Participate in required meetings, training, inventory reviews, and compliance-related instruction.
- Maintain regular and predictable attendance.
- Report to work prepared and ready to perform assigned duties at the beginning of the scheduled shift.
- Follow all KOLAS policies, procedures, safety requirements, security requirements, and applicable regulatory requirements.
- Perform other duties and special projects as assigned based on the needs of the business.
Performance Expectations
The Inventory Associate is expected to:
- Maintain accurate physical and electronic inventory records.
- Complete assigned inventory counts and inventory tasks accurately and within established deadlines.
- Verify inventory documentation and physical quantities before completing applicable intake activities.
- Ensure products are properly entered, labeled, barcoded, organized, secured, and verified for scanning before placement on the sales floor.
- Promptly identify and escalate unexplained inventory discrepancies, compliance concerns, or system errors.
- Maintain clean, organized, and secure inventory work and storage areas.
- Protect inventory from loss, damage, misplacement, unauthorized access, and improper handling.
- Demonstrate good judgment by distinguishing routine inventory work from situations requiring management approval.
- Communicate inventory issues clearly, accurately, and promptly.
- Demonstrate professionalism, teamwork, reliability, adaptability, and attention to detail in a fast-paced retail environment.
Skills & Qualifications
- One year of inventory, warehouse, receiving, stocking, retail, or related experience preferred.
- Cannabis or other regulated-industry experience preferred but not required.
- Experience with METRC, Indica Online, Leaf Logix, or similar inventory/POS systems preferred.
- Strong attention to detail and commitment to accuracy.
- Strong organizational and time-management skills.
- Strong basic mathematical skills.
- Strong verbal and written communication skills.
- Ability to read, write, speak, and understand English sufficiently to follow safety rules, inventory procedures, compliance instructions, product labels, system information, and routine business communications.
- Ability to follow detailed written and verbal instructions.
- Ability to use computers, spreadsheets, email, internet-based applications, and point-of-sale systems.
- Ability to work independently within established procedures.
- Ability to recognize when management approval, additional information, or assistance is required.
- Ability to maintain confidentiality and appropriately handle sensitive inventory and company information.
- Ability to remain organized and accurate while completing repetitive tasks in a fast-paced environment.
- Reliable attendance and punctuality are required.
- Must be at least 21 years of age.
- Must be eligible to work in California.
Supervisory Responsibilities
This position has no supervisory responsibilities.
The Inventory Associate may receive day-to-day task direction, training, or inventory assignments from an Inventory Lead but does not independently supervise employees unless specifically assigned additional responsibilities by management.
Measures of Performance
The Inventory Associate shall be considered to be performing in an acceptable manner when the following have been accomplished:
1. Customer Service
Responds promptly and professionally when assisting guests or internal customers; provides accurate information within the employee's knowledge and authority; seeks assistance rather than providing unverified information; responds appropriately to requests for service and assistance; meets commitments.
2. Interpersonal Skills
Focuses on resolving issues rather than assigning blame; maintains confidentiality; listens without interrupting; keeps emotions under control; remains open to others' ideas and constructive feedback; works respectfully with employees, vendors, management, and other business partners.
3. Oral Communication
Speaks clearly and professionally in positive or difficult situations; listens and obtains clarification when necessary; accurately communicates inventory discrepancies and operational concerns; responds appropriately to questions; and participates constructively in meetings and training.
4. Teamwork
Balances individual and team responsibilities; gives and welcomes feedback; contributes to a positive team environment; supports coworkers; communicates constructively; assists other departments when appropriate; and works cooperatively toward store and company objectives.
5. Cost Consciousness
Uses organizational resources responsibly; minimizes product loss, damage, waste, and unnecessary handling; identifies issues that could create inventory loss or unnecessary expense; and contributes to efficient inventory operations.
6. Ethics
Treats people with respect; keeps commitments; works with integrity; maintains accurate inventory records; does not conceal, alter, or misrepresent inventory information; protects confidential information; and upholds organizational values.
7. Organizational Support
Follows policies and procedures; completes assigned administrative and inventory tasks correctly and on time; supports company goals and values; follows management direction; and complies with company inventory, security, safety, and operational standards.
8. Judgment
Uses sound and accurate judgment; understands the limits of assigned authority; involves the appropriate Inventory Lead, General Manager, Purchasing, or Compliance personnel when required; makes timely decisions within established procedures; and does not make unsupported compliance-sensitive inventory changes.
9. Planning and Organizing
Prioritizes and plans work activities; uses time efficiently; maintains organized inventory areas; anticipates scheduled counts, receiving needs, restocking needs, and deadlines; and adjusts priorities appropriately when operational needs change.
10. Professionalism
Approaches others tactfully; reacts appropriately under pressure; treats others with respect and consideration; accepts responsibility for actions; follows through on commitments; maintains professional conduct; and represents KOLAS appropriately.
11. Quality
Demonstrates accuracy and thoroughness; verifies work before completion; monitors inventory entries and counts for accuracy; applies feedback to improve performance; identifies errors; and looks for appropriate ways to improve inventory quality and consistency.
12. Safety and Security
Observes safety and security procedures; reports unsafe conditions, suspicious activity, unauthorized access, missing inventory, or product-security concerns; handles inventory and equipment appropriately; maintains secure inventory areas; and follows company loss-prevention and security requirements.
13. Adaptability
Adapts to changes in workload, delivery schedules, inventory priorities, promotions, system conditions, and store needs; manages competing demands; changes approach when appropriate; and responds professionally to delays or unexpected events.
14. Attendance and Punctuality
Reports to work consistently and on time; is prepared to perform assigned duties at the beginning of the scheduled shift; follows company attendance and scheduling procedures; attends required meetings and inventory counts; and maintains required availability.
15. Initiative
Identifies work that needs to be completed and takes appropriate action within assigned authority; seeks additional responsibilities when available; looks for inventory issues before they become larger problems; asks questions when necessary; offers assistance to others; and seeks opportunities to improve knowledge and job performance.
Qualifications
To perform this job successfully, an individual must be
Job Type: Full-time
Pay: $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you have open availability ? (Monday - Sunday Anytime) If not, what is your availability? Are you able to work weekends and inventory nights?
- How many years of Retail inventory experience do you have?
Experience:
- Customer Service : 1 year (Preferred)
- Inventory control: 1 year (Preferred)
Language:
- Do you speak more than one language? (Preferred)
Work Location: In person
