Operations Manager

Own every product run from production order to live for sale. Salary: $3,500–4,000/month | Job Type: Full-time | Location: Remote, US MT overlap

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

They work with contract manufacturers across Europe and the US, manage freight through domestic and international carriers, and run fulfillment via Shipfusion, a 3PL. Operations are coordinated in Asana, with communications running across email and Slack.

This role is the operational backbone for a small, focused team building a growing supplements business.

Core 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 routing R&D contracts and bench testing
• Source raw ingredients, identify and qualify suppliers, request samples and specifications, gather quotes, and compare options on 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, including 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, including 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 and 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, and 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

Growth Opportunities

There's scope to take on more ownership, transitioning from reactive to proactive in areas such as:

• Demand planning and reorder points based on data-driven exhaustion dates and safety-stock targets
• Landed-cost and COGS tracking, covering unit cost, freight, duties/tariffs, and insurance to inform pricing and margin
• Vendor and 3PL performance management, including a supplier scorecard, structured check-ins, and a formal damage-claim process
• Regulatory and compliance stewardship, organizing documentation for TSCA, FDA, GMP/NSF, and import records, tracking registrations, renewals, and audit-readiness
• SOP documentation to make workflows transferable and less dependent on one person's memory
• New-product and new-size launch management, including a standard checklist spanning formula, label, render, CoA, SKU setup, freight, and channel go-live
• Support for EU/UK expansion, including packaging and component sourcing, and a central PO/payment tracker tied to production milestones