Healthy Gut LLC - Operations Manager

JobRack; United States; Remote; USD 39,000 - 45,000; Full time

Benefits offered by this job

Fully remote

US MT overlap

20 days PTO

Supplement discount

Holidays

Job summary

HealthyGut seeks an Operations Manager to own the end-to-end journey of every product—from production order to live sale across channels. You’ll coordinate manufacturing, freight, import, and regulatory documentation, maintaining master records and serving as the central hub between manufacturers, the 3PL, and internal teams.

We are a small, focused team building a growing supplement brand; candidates should be highly organized, with deep logistics knowledge and strong spreadsheet skills.

Qualifications

• 3-5 years experience as an Operations Manager in supplements, nutraceuticals or similar.
• Highly organized with the ability to manage many moving parts.
• Fluent in logistics and import terminology (freight, customs, HS codes).
• Strong spreadsheet and systems skills (Shopify, Amazon Seller Central, 3PL, Asana; Google Sheets).
• Clear, proactive written communicator; calm under shifting timelines.

Responsibilities

• Production & manufacturing coordination: track POs and timelines with manufacturers.
• Check lead times for reorders; secure production slots and flag stock risks.
• Coordinate formula updates and reformulations; route R&D contracts and bench tests.
• Source raw ingredients: qualify suppliers, request quotes, compare options.
• Track raw material sourcing and documentation; decisions on existing vs new lots.
• Track production invoicing: down payments, proformas, credits and final invoices.
• Freight, import & insurance: solicit freight quotes and book pickups.
• Coordinate international air freight and import logistics; customs clearance and FDA release.
• 3PL intake & inventory: create inbound shipments; configure new SKUs; update specs.
• Maintain master CoA spreadsheet; prepare public-ready CoAs for marketing.
• Labels, renders & assets: coordinate label designs and prepare web-ready files.
• E-commerce catalog & channel updates: update Shopify/Amazon with new ingredients and images.
• Amazon FBA restocking: plan replenishments and coordinate with inventory lead.
• Cross-functional coordination: serve as central hub between manufacturers, 3PL, marketing, and inventory planning.

Skills

Operations management

Logistics coordination

Regulatory/quality documentation

Data analysis (spreadsheets)

Tools

Shopify

Amazon Seller Central

Shipfusion

Asana

Job description

Own every product run from production order to live for sale.

$3,500–4,000/month | Full-time | Remote, US MT overlap
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 fulfilment through Shipfusion, our 3PL. Operations are coordinated in Asana, with comms 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.

We're looking for an Operations Manager who owns the end-to-end journey of every HealthyGut product — from the moment a production order is placed with a contract manufacturer, through freight, import and quality documentation, to finished goods checked into 3PL inventory and live for sale across every channel.

This is a coordination-heavy operations role sitting at the intersection of manufacturing, logistics, regulatory/quality documentation and e-commerce catalog management. You'll keep many concurrent product runs moving on schedule, maintain the master records everyone else relies on, and act as the central communication hub between outside partners (manufacturers, freight forwarders, the 3PL) and internal leadership, marketing and inventory planning.

Some overlap with US Mountain Time is needed, but exact working hours are negotiable.

What you'll actually be doing

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 — 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 so the Founder/Formulator can make the call
• 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 comms from email, Slack and Asana into one organised, 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 rather than last-minute days-of-stock math

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 organised 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

To be successful in this role, you need:

• 3-5 years experience as an Operations Manager in the supplements, nutraceuticals, or similar industry
• Exceptionally organised and detail-oriented — juggles many concurrent product runs and their moving parts without dropping steps
• Fluent, or quick to learn, in logistics and import terminology — freight quoting, customs/HTS/TARIC codes, cargo insurance, 3PL operations
• Strong spreadsheet and systems skills — Shopify, Amazon Seller Central, a 3PL platform (Shipfusion or comparable), Asana; Google Sheets as a daily tool
• Clear, proactive written communicator who keeps partners and internal teams aligned across email, Slack and Asana
• Calm under shifting timelines — re-plans quickly when a run slips, a shipment is delayed or stock runs tight

Brownie points for:

• Supplements, CPG, consumer health, integrative wellness or other regulated consumer goods background
• Demand planning and reorder-point / safety-stock forecasting
• Landed-cost and COGS modelling (unit cost + freight + duties/tariffs + insurance per run)
• Regulatory documentation experience — TSCA, FDA, GMP/NSF, import records, registrations and renewals
• EU/UK import-export exposure (EU TARIC codes and a UK entity already appear in the work)
• SOP writing and process documentation
• Vendor / 3PL performance management and damage-claim handling
• Packaging and component sourcing (bottles, lids, cases, jars)

What’s in it for you?

• $3,500 - 4,000 USD per month*
• Full-time
• Fully remote
• Negotiable hours with overlap in US Mountain Time
• 20 days PTO
• Supplement Family and Friends discount
• Holidays

*Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

This is our typical hiring process - occasionally, it may include extra steps.