Operations Manager

Position: Operation ManagerDepartment: Product/PackingType: 30-35 hours a week Role OverviewThe Operations Manager is responsible for overseeing daily operations, maintaining clear communication across the team, and ensuring production, shipping, inventory and administrative functions run smoothly. This role requires strong organizational skills, initiative, and the ability to balance hands-on production tasks with operational management duties. It requires a personality that is a team leader, cheerleader and drill sergeant all rolled into one.Communication & Team CoordinationActive daily presence on Slack; maintain and monitor team channelsSpearhead the shipping and production Slack channel and team-wide communicationsWork within the task on Asana Delegate responsibilities to other team membersLead weekly inventory check Create and update the inventory list channel on the CRM and ecommerce platformsKeep team informed on product stock, ongoing projects, and weekly meetingsMaintain a comprehensive daily planner covering:Client calls, emails, and ordersProduction priorities and key tasksAnswer all emails from multiple email locations and return all phone calls by end of dayWeekly OperationsLead packing sessions on Monday, Wednesday, and FridayWork with production on maintaining and updating side work and inventorySupport production, label products, and print labels as neededMaintain packing area well stocked and cleanUpdate the ecommerce stores as neededOrder packing supplies through FedExOrder and manage Uline product stockHR & BookkeepingMaintain the culture of Swan Apothecary — ensuring everyone is respected and honoredManage petty cashManage time off and sort out schedules of other employeesWork with accountant to ensure sales taxes are filed timelyAssist with California state license forms as neededWorking knowledge of California compliance labelingWorking knowledge of CBD and cannabis laws in CaliforniaProduction & Inventory ManagementPrioritize stock for printing, ordering labels, packing materials, and production suppliesLog and track end-line packing and packing materialsKeep inventory of where products are purchasedOrder from Uline and other purveyorsMaintain a running inventory list of:Product items: syringes, bottles, bottle caps, etc.Ingredients: sugar, food coloring, oils, etc.Educate self on all productsUpdate SOP’s, recipes , ingredientsHave a working knowledge of our products to make recommendationsHave working knowledge of cannabis and mushroomsProvide support to Robin  as needed in all roles Workspace & Team ResponsibilitiesLead daily workspace cleanup:Vacuuming, taking out trashWiping down packing bench and all work surfacesSupporting production in cleaning as neededDelegate building cleaning tasks to other team membersPrioritize client calls and emails by end of packing day (12 PM PST)Take orders from clients as needed during callsShipping & Technology ProficiencyProficient in international and domestic FedEx shipping programs, including XPS ShipProcess and manage international shipments, customs documentation, and compliance requirementsNavigate FedEx billing, account management, and supply ordering through FedEx platformsExperienced with CMR and inventory management systems — both digital and physical:Track, log, and reconcile inventory accurately in computer-based systemsConduct physical inventory audits and maintain organized stock in the workspaceIdentify and resolve discrepancies between digital records and physical countsComfortable using and updating e-commerce platforms for product and order managementProficient with standard business tools: spreadsheets, email, Slack, and document managementInterpersonal Skills & Problem-SolvingAble to navigate sensitive and delicate conversations with professionalism and discretionIncludes client concerns, vendor negotiations, HR matters, and internal team dynamicsQuick on their feet — able to think clearly and make sound decisions under pressureSkilled at interfacing with a wide range of personalities and communication styles:Clients, vendors, team members, and external partnersAdjusts tone and approach to fit the situation without losing professionalismStrong problem-solver who takes ownership of issues and sees them through to resolutionIdentifies root causes rather than applying surface-level fixesBrings solutions — not just problems — to the tableManages multiple conversations and shifting priorities simultaneously without dropping the ballKey Qualities & ExpectationsSelf-starter with strong initiative and consistent follow-throughClear and proactive communicator — Slack-first cultureDetail-oriented with reliable record-keeping habits — both digital and physicalComfortable shifting between administrative, operational, and hands-on production tasksExercises discretion and good judgment in high-stakes or sensitive situationsCalm under pressure, solutions-focused, and quick to adaptReliable, organized, and consistently accountable to deadlines