Operations Manager

About HealthyGut

HealthyGut is a supplements brand selling direct through its own Shopify store, Amazon (FBA), and distributor channels. Our product lines include Tributyrin-X, BeSerene IR & Daily, Magnesium-HP, HoloZyme, HCL Guard, HoloImmune, and HistaHarmony.

We work with contract manufacturers across Europe and the US, move freight through a mix of domestic and international carriers, and run fulfillment through Shipfusion, our 3PL. Operations are coordinated in Asana, with communications running across email and Slack.

We're a small, focused team building a growing supplements business, and this role is the operational backbone that keeps every product moving from formulation through to live sale.

What You’ll Do

You’ll own the end-to-end journey of every HealthyGut product — from production order placement with contract manufacturers, through freight, import, and quality documentation, to finished goods checked into 3PL inventory and live for sale across every channel.

Key Responsibilities

**Production & Manufacturing Coordination**

• Track purchase orders and production timelines with contract manufacturers for every SKU and run
• Check in ahead of each reorder to confirm lead times, secure production slots, and flag risks to stock coverage
• Coordinate formula updates and reformulations — including ingredient changes, capsule-size constraints, potency targets — including routing R&D contracts and bench testing
• Source raw ingredients — identify and qualify suppliers, request samples and specifications, gather quotes, and compare options on both quality and cost
• Track raw-ingredient sourcing and documentation, and decisions on existing vs. new material lots
• Track production invoicing: down payments, proformas, credit notes, and final invoices

**Freight, Import & Insurance**

• Solicit and compare freight quotes across carriers for domestic and international lanes, and book pickups
• Coordinate international air freight and import logistics — customs clearance, customs bonds, TSCA documentation, and FDA release
• Arrange cargo insurance per shipment and confirm full shipment value is covered
• Act as the logistics point of contact between manufacturers, forwarders, and the 3PL

**3PL Intake & Inventory (Shipfusion)**

• Create inbound shipments for every run and component order (bottles, pill cases, glass jars)
• Create and configure new SKUs — cost, retail price, weight, country of origin, HS/tariff codes
• Enter and update case sizes, unit counts, weights, dimensions, and lot/expiration dates
• Track check-in and resolve discrepancies — damaged, missing, or rejected units

**Quality Documentation (CoAs)**

• Request current CoAs from manufacturers for each new lot and locate historical ones when needed
• Edit raw CoAs into public-ready versions, upload both to the shared drive
• Maintain the master CoA spreadsheet and hand public-ready files to Marketing

**Labels, Renders & Creative Assets**

• Coordinate new and updated label designs with manufacturers and the label printer — proofs, dies, estimates
• Prepare and route label files, convert to web-ready formats, hand off to Marketing
• Request updated 3D bottle renders for new sizes, formula changes, and label corrections
• Maintain the master label spreadsheet and share assets with distributors

**E-commerce Catalog & Channel Updates**

• Update Shopify and Amazon with new ingredient info, labels, and imagery when formulas change — timed to sell-through of old stock
• Add and update product weights and dimensions in Shopify and the 3PL
• Manage stock states: sold-out flags, backorders, product and instruction pages

**Amazon FBA Restocking**

• Plan and send FBA replenishment shipments, coordinating quantities with the inventory/Amazon lead
• Time restocks around Prime Day, Black Friday/Cyber Monday, and allocate stock between the 3PL and Amazon

**Cross-functional Coordination & Record-Keeping**

• Serve as the central tracking hub from order to shelf, keeping leadership, marketing, inventory planning, and distributors informed
• Maintain master tracking spreadsheets (labels, CoAs, HG + Amazon case & lot info) as the single source of truth
• Consolidate communications from email, Slack, and Asana into one organized, auditable task system

Where the Role Can Grow

There’s real scope to take on more ownership. Over time, we’d like this person to move us from reactive to proactive:

• Demand planning & reorder points — reorders triggered by data-driven exhaustion dates and safety-stock targets
• Landed-cost & COGS tracking — a per-run model covering unit cost, freight, duties/tariffs, and insurance to inform pricing and margin
• Vendor & 3PL performance management — a supplier scorecard (on-time delivery, quality, damage rates), structured check-ins, and a formal damage-claim process
• Regulatory & compliance stewardship — an organized library of TSCA, FDA, GMP/NSF, and import documentation, with registrations, renewals, and audit-readiness tracked
• SOP documentation — writing these workflows down so the role is transferable and not dependent on one person’s memory
• New-product & new-size launch management — a standard checklist spanning formula, label, render, CoA, SKU setup, freight, and channel go-live
• EU/UK expansion support, packaging & component sourcing, and a central PO/payment tracker tied to production milestones