Operations Associate - Grading & Consignment

WeTheHobby; City of Rochester (NY); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

On-site in Rochester, NY

Live-stream production environment

Job summary

WeTheHobby in Rochester, NY is seeking an Operations Associate for Grading & Consignment. You will scan, verify, and publish live stream break results in Haystack in real time, ensuring accuracy and adherence to procedures during each show.

You'll download break data from Fanatics/Whatnot, import into Haystack, and maintain outreach records while protecting customer privacy. This role requires speed, focus, and the ability to work evenings or weekends based on streaming schedules.

Qualifications

• Strong attention to detail and ability to maintain accuracy while working quickly during live shows.
• Comfortable multitasking between a mobile device and a desktop in a fast-paced environment.
• Familiarity with trading card grading, breaking, or consignment operations is preferred.
• Basic proficiency with spreadsheets (Google Sheets), CSV files, and web platforms.
• Demonstrated ability to follow detailed procedures and data-handling requirements without shortcuts.

Responsibilities

• Real-Time Break Processing: identify completed breaks, scan eligible hits, and organize into Haystack stacks.
• Download break data from Fanatics/Whatnot and upload to WeTheHobby dashboard per naming conventions.
• Remove customer personal information per data privacy protocol before import.
• Import breaks into Haystack and bind to scanned stack.
• Validate ownership, trades and gifts against internal records and Haystack AI results.
• Publish breaks immediately after completion and repeat for all breaks in a show.
• Export customer outreach lists and maintain accurate outreach tracking records.
• Message customers via Fanatics/Whatnot DM with hit availability using approved templates.
• Apply outreach frequency rules to avoid exceeding the approved number of messages.

Skills

Attention to detail

Multitasking

Trading card knowledge

Spreadsheet proficiency

Data privacy compliance

Job description

Operations Associate - Grading & Consignment

WeTheHobby is a thriving sports entertainment company with global reach, headquartered in Rochester, NY. We value creativity, diversity, innovation, dedication, and our community!

Our work environment includes:

• Modern office setting
• Lively atmosphere
• A team that cares about one another
• Welcoming and inclusive culture

Since our inception in 2021, WeTheHobby has grown dramatically (and profitably) with over 250 full‑time staff and 750,000+ followers across our social and marketplace channels. We operate at the intersection of entertainment, sports, and eCommerce, revolutionizing the way fans engage with sports cards. If you are an outgoing leader who thrives in sales‑driven environments and understands the power of entertainment to drive commerce, this is the role for you!

See us in action on Whatnot: https://www.whatnot.com/user/wethehobby See us in action on Fanatics Live: https://www.fanatics.live/shops/www.fanatics.live/shops/we-the-hobby

Find us on social: @breakers (Instagram, Twitter, YouTube, TikTok, Facebook)

About the role

• The Live Break Scanning & Fan Outreach Specialist is responsible for scanning, verifying, and publishing live stream break results in Haystack in real time during every show, and for following up with customers afterward to ensure they know their hits are available to view. This role is the operational link between what happens on stream and what the customer sees and experiences afterward, and requires speed, accuracy, and consistent adherence to established procedures throughout a live show.

What you'll do

Real-Time Break Processing

• Identify each completed break as soon as it is brought out by the breaking team and scan all eligible hits, including case hits, autographs, and serial-numbered cards /50 or lower, into a properly named Haystack stack.
• Download the live Fanatics and Whatnot break data, upload it to the WeTheHobby dashboard, and prepare it for import following established naming conventions.
• Remove customer personal information from break data before it is imported into Haystack, in accordance with the company's data privacy protocol.
• Import each break into Haystack, locate the correct newly created break, and bind it to the corresponding scanned stack.
• Validate card ownership, identification, trades, and gifts against the internal breaking spreadsheet and Haystack AI results before publishing.
• Complete a final quality check and publish each break immediately after it is completed, repeating this process for every break during the stream.
• Export the list of customers whose cards were scanned following each show and maintain accurate outreach tracking records.
• Message customers via Fanatics or Whatnot DM to let them know their hits are ready to view in Haystack, following the approved message template.
• Apply outreach frequency rules correctly, ensuring no customer receives more than the approved number of outreach messages.

Quality & Process Adherence

• Follow the Real-Time Haystack Break Scanning SOP for every break processed, with no deviation from required steps.
• Complete the Pre-Publish Quality Control Checklist prior to publishing each break.
• Maintain accuracy and consistency in file handling, stack naming, and card identification across a high volume of breaks per show.
• Identify and elevate discrepancies, errors, or process issues to the Grading & Consignment Manager or Assistant Manager.

Qualifications

• Strong attention to detail and ability to maintain accuracy while working quickly during a live broadcast.
• Comfortable multitasking between a mobile device and a desktop computer in a fast-paced, real-time environment.
• Familiarity with trading card grading, breaking, or consignment operations is preferred.
• Basic proficiency with spreadsheets (Google Sheets), CSV files, and web-based platforms.
• Demonstrated ability to consistently follow detailed procedures and data-handling requirements without shortcuts.

Work Environment

This role is performed on-site in a live-stream production environment. It requires real-time, time-sensitive work throughout each show, with volume that can range from dozens to well over a hundred breaks in a single session. The Specialist must be able to sustain focus and accuracy for the full duration of live shows, which may include evenings and weekends depending on the streaming schedule.