We are excited to kick-off our first Swap Day event this Monday (August 12th) at 10 am PST! As you all know, the events will take place throughout the month of August, with only one exception. Our AP Specialist, Jimena, will be conducting hers mid-September. 

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We are incredibly proud to have so many mentors participating and would like to tell you more about them!

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Take another closer look at our events:

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SWAP DAY | Recruitment with Djordje [August 12, 10 am PST]

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Djordje has been with HQ for two years and has for a long time been the only recruiter managing the hiring process until Jovana and Federico joined him. He’s interviewed hundreds of professionals in finance, logistics, administration etc. and has helped hire over 30 people this year only for both internal and external roles. He participated in onboarding a new ATS system called Workable, which allowed for a more streamlined onboarding process and our ability to scale. 

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Event agenda:

• Interesting facts about HQ recruitment
• ATS platform walkthrough - Workable
• What are the universal requirements we look for in all of our candidates?
• How do our values (curiosity, collaboration, persistence) help us determine which questions to ask and choose the right candidates?
• Our current recruitment process
• How to approach screening CVs? What do we look for / what do we skim through?
• What kind of hiring manager feedback does the recruiter require?
• Why is motivation so important when choosing the right candidate? 
• How to connect with the candidate and remain professional
• What is the recruitment team working on right now?

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SWAP DAY | Marketing with Veronika [August 13th, 10 am PST]

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Veronika joined HQ six months ago and has successfully taken over our client services and the responsibilities that come along with this transition. She is a dedicated professional with almost five years of experience in Creating Media Strategies, Managing Social Media & Copywriting, and a background in Screenwriting and Film & Festival production.

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Event agenda:

• What is a marketing campaign? 
• Email marketing
• How do we help our clients with growing brand awareness?
• Design tool walkthrough - Figma
• Email marketing platform walkthrough - Klaviyo
• Email campaign best practices (hands-on / activity)

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SWAP DAY | AR with Emil & Pablo [August 15th, 10 am PST]

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Emil is celebrating his third anniversary at HQ this month, and has been a valuable asset to the company throughout the years! He has a broad knowledge of AR, the cannabis industry, and has helped onboard new clients and build robust tools that helped centralize collections data. Pablo works with our client Kiva, and has been supporting them on the AR side for a bit over a year now. He is very solution-oriented and constantly showcases teamwork by helping train new teammates, as well as a desire to learn and grow.

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Event agenda:

• How does AR ensure that a company maintains a healthy cash flow? - Pablo 
• What payment methods do our clients use / allow? - Pablo 
• AR Software - how do we track our data - Pablo & Emil
• Collections management - communication with stakeholders, reminders and negotiation tactics - Pablo
• Aging analysis and strategy - how do we determine on critical accounts and what are the best practices here - Pablo
• Dispute resolution: How do we identify and investigate discrepancies regarding invoices or payments? - Pablo 
• AR Reporting - Emil
• Credit Risk Assessment and Management - Emil & Pablo
• Key Performance Indicators (KPIs) in Accounts Receivable - Emil
• Automation in Accounts Receivable Processes -Emil
• Customer Segmentation for AR Management - Emil
• Predictive Analytics in Accounts Receivable - Emil

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SWAP DAY | Sales Ops with Ireni [August 21st, 10 am PST]

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Ireni just celebrated her third anniversary with HQ! To learn more about her career journey and her expertise, check out a blog post we recently shared HERE.

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Event agenda:

• Eaze: Allocations, Barcode Corrections, Catalog Scrub, Product Code Updates, SKU Creation, Sunsetting
• GTI: Orders, Email management
• Sales Ops Reporting (if applicable)
• Sales Ops Tools & Platforms
•  Why are all of these tasks important, what kind of value do they drive?

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SWAP DAY | General Accounting and FP&A with Alex, Ka Yee & Ernesto [August 22nd, 11 am PST]

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Before taking over the management of our newly formed accounting services team on the HQ side, Alex was Nabis’ Brand Payments Supervisor. Alongside Ka Yee and Ernesto, Alex has helped onboard new clients and expand accounting services to existing accounts, all the while working on building better reporting systems and efficient workflows for this ever-growing team. Both Ernesto and Ka Yee possess broad knowledge of accounting and finance, which allow cannabis businesses to make the right decisions.

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Event agenda:

• The Cash Flow report
• Dashboard

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SWAP DAY | CX with Sasha [August 27th, 11 am PST]

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Sasha has been with HQ for almost five years, and has worked with our client Nabis the longest - you could say he was the first ever Nabis employee. He has vast experience when it comes to Nabis operations, starting out as a Dispatch Associate and working his way up to becoming a Sr. CX Associate. He helped onboard many HQers, and continues to be a top performer in his most recent role. 

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Event agenda:

• What is Nabis and what kind of services do they provide? How different are those services looking at 2020 compared to 2024? 
• How did I move from Dispatch and CX and what helps me excel in this role?
• How important is the CX department? What does my current role entail and how do we organize our tasks?
• How did I manage to learn about so many processes at Nabis?
• Understanding the supply chain stakeholders - how to communicate with drivers, retailers, brands, Nabis as a client, colleagues - why is distinguishing these roles important when it comes to communication
• Zendesk walkthrough
• Best practices in CX that can be applied to any department 
• Solving problems in CX

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SWAP DAY | Dispatch / Logistics with Andrija & Dragan [August 29th, 10 am PST]

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Andrija has been with our client Cann for about two and a half years, supporting them on the logistics side. Dragan has been on the Nabis Dispatch team for a bit over a year now. The two of them together possess a lot of knowledge of the cannabis supply chain, ensuring that orders go from point A to point B without any fuss!

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Event agenda:

• What is the role of the Dispatch / Logistics team in the supply chain & how do those processes affect other teams? - Andrija & Dragan
• Order processing at Nabis - Dragan
• Order processing at Cann - Andrija
• Scheduling - Dragan
• Inventory procurement process - how to restock when needed etc. - Andrija
• Organizing FTL and LTL - Andrija
• Proof of delivery - Andrija
• Reporting - Andrija
• Communication methods - how to communicate with each stakeholder in the process - what are the best practices - Andrija & Dragan

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SWAP DAY | AP with Jimena [September 17th, 10 am PST]

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Jimena has been with HQ for three and a half years, starting out as an Executive Assistant, then moving into HR (as well as moving from Mexico to Serbia) and becoming an indispensable part of our internal team. She became more proficient in various financial processes and has continued to switch gears, becoming Kiva’s AP Associate last year. Due to her capabilities to excel in many roles, Jimena proves to be a super fast learner and a fantastic teacher to have for Swap Day.

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Event agenda:

• How long have I been at HQ, who am I, why am I in this field of work? How has my EA role and role within HR helped me excel in AP?
• How do we maintain accurate vendor records and maintain regular communication with them and / or build strong relationships?
• How do we collect invoices and how do we match them with purchase orders and the receiving report? How do we identify and investigate discrepancies here?
• How do we ensure invoice details are accurately added into the accounting system?
• Time management - how do we seek approvals for payment processing and track the status of invoices?
• How do we schedule payments?
• How do we store all of the relevant documents for audit / compliance purposes?
• Do we create expense reports? How do we present AP activities?
• How do we ensure these activities run smoothly? Do we utilize all of our platforms fully / have we implemented any workflow automation for invoice processing, approvals or payment processing?

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