Operation Manager

Position: Operation Manager

Department: Product/Packing

Type: 30-35 hours a week

Role Overview

The 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 Coordination

• Active daily presence on Slack; maintain and monitor team channels
• Spearhead the shipping and production Slack channel and team-wide communications
• Work within the task on Asana
• Delegate responsibilities to other team members
• Lead weekly inventory check
• Create and update the inventory list channel on the CRM and ecommerce platforms
• Keep team informed on product stock, ongoing projects, and weekly meetings
• Maintain a comprehensive daily planner covering:
• Client calls, emails, and orders
• Production priorities and key tasks
• Answer all emails from multiple email locations and return all phone calls by end of day

Weekly Operations

• Lead packing sessions on Monday, Wednesday, and Friday
• Work with production on maintaining and updating side work and inventory
• Support production, label products, and print labels as needed
• Maintain packing area well stocked and clean
• Update the ecommerce stores as needed
• Order packing supplies through FedEx
• Order and manage Uline product stock

HR & Bookkeeping

• Maintain the culture of Swan Apothecary — ensuring everyone is respected and honored
• Manage petty cash
• Manage time off and sort out schedules of other employees
• Work with accountant to ensure sales taxes are filed timely
• Assist with California state license forms as needed
• Working knowledge of California compliance labeling
• Working knowledge of CBD and cannabis laws in California

Production & Inventory Management

• Prioritize stock for printing, ordering labels, packing materials, and production supplies
• Log and track end-line packing and packing materials
• Keep inventory of where products are purchased
• Order from Uline and other purveyors
• Maintain a running inventory list of:
• Product items: syringes, bottles, bottle caps, etc.
• Ingredients: sugar, food coloring, oils, etc.
• Educate self on all products
• Update SOP’s, recipes , ingredients
• Have a working knowledge of our products to make recommendations
• Have working knowledge of cannabis and mushrooms
• Provide support to Robin as needed in all roles

Workspace & Team Responsibilities

• Lead daily workspace cleanup:
• Vacuuming, taking out trash
• Wiping down packing bench and all work surfaces
• Supporting production in cleaning as needed
• Delegate building cleaning tasks to other team members
• Prioritize client calls and emails by end of packing day (12 PM PST)
• Take orders from clients as needed during calls

Shipping & Technology Proficiency

• Proficient in international and domestic FedEx shipping programs, including XPS Ship
• Process and manage international shipments, customs documentation, and compliance requirements
• Navigate FedEx billing, account management, and supply ordering through FedEx platforms
• Experienced with CMR and inventory management systems — both digital and physical:
• Track, log, and reconcile inventory accurately in computer-based systems
• Conduct physical inventory audits and maintain organized stock in the workspace
• Identify and resolve discrepancies between digital records and physical counts
• Comfortable using and updating e-commerce platforms for product and order management
• Proficient with standard business tools: spreadsheets, email, Slack, and document management

Interpersonal Skills & Problem-Solving

• Able to navigate sensitive and delicate conversations with professionalism and discretion
• Includes client concerns, vendor negotiations, HR matters, and internal team dynamics
• Quick on their feet — able to think clearly and make sound decisions under pressure
• Skilled at interfacing with a wide range of personalities and communication styles:
• Clients, vendors, team members, and external partners
• Adjusts tone and approach to fit the situation without losing professionalism
• Strong problem-solver who takes ownership of issues and sees them through to resolution
• Identifies root causes rather than applying surface-level fixes
• Brings solutions — not just problems — to the table
• Manages multiple conversations and shifting priorities simultaneously without dropping the ball

Key Qualities & Expectations

• Self-starter with strong initiative and consistent follow-through
• Clear and proactive communicator — Slack-first culture
• Detail-oriented with reliable record-keeping habits — both digital and physical
• Comfortable shifting between administrative, operational, and hands-on production tasks
• Exercises discretion and good judgment in high-stakes or sensitive situations
• Calm under pressure, solutions-focused, and quick to adapt
• Reliable, organized, and consistently accountable to deadlines

Compensation & Growth:

This role starts at $30/hour, with structured increases based on performance and tenure. After a 90-day probation period, pay increases to $31.50/hour, followed by $32.50/hour at 120 days. Upon completing one year, compensation increases to $35/hour.

Pay: $30.00 - $35.00 per hour

Work Location: Hybrid remote in Lakeside, CA 92040