Operations Supervisor

Operations Supervisor – Position Description Position Overview

The Operations Supervisor plays a crucial role in overseeing the day-to-day operations of many day-to-day ecosystems, ensuring efficient processes, and maintaining a high level of customer satisfaction. Your strong leadership skills, attention to detail, and operational expertise will contribute to the success of our day-to-day operations.

Hours: A full-time associate will work from 7:30 a.m. to 4:30 p.m. Monday through Friday, with alternating Saturdays required from 9:00 a.m. to 5:00 p.m. Associates are to take a 60-minute break, during which time they are restricted from doing work duties. Hours per week: 40. Hours are subject to change per management—no overtime without management approval.

Benefits: Benefits are available once the associate reaches their first anniversary. These benefits include, but are not limited to, The Bio Dude 401K, PTO, Holiday Pay, Liberty National Life Insurance, and Health and Dental insurance.

Job Duties

Associates the Operations Lead oversees:

1. Customer Care Team
2. Animal Wrangler
3. Bug Wrangler
4. Wholesale Specialist
5. Marketing Specialist

Key Responsibilities

• Be a team player, stay organized, communicate effectively, ask questions, and be open to learning and collaborating with your team.
• You must follow The Bio Dude Inc. dress code policy. Your attire should be clean, neat, and professional, and your hygiene should be clean and orderly.
• Follow all safety standards and maintain an effective, efficient, safe work environment.
  • Practice warehouse safety and effective communication with fellow associates.
• Utilize only the work computer in the showroom to maintain the proper clock-in and clock-out protocol/recording set by The Bio Dude.
• Follow The Bio Dude Inc. employee handbook policies, standards, and ethics.
• Help management maintain spreadsheets that record losses, mistakes, inventory, and other day-to-day business aspects. See Exhibit A for end-of-month paperwork expectations.
• Follow all OSHA safety guidelines.
• Provide supervision, guidance, support, and direction. Set clear performance expectations, establish goals, and monitor progress. Maintain open and transparent communication channels with team members and facilitate communication between them and other departments.
• Maintain accurate records of team performance, incidents, and disciplinary actions. Conduct regular performance evaluations and provide constructive feedback to your team. Recognize high performers and develop improvement plans for underperforming individuals.
• Provide support with loading and unloading freight shipments when necessary.
• Key holder. Unlock and lock the building each scheduled shift.
  • Ensure the completion of all end-of-day procedures.
• To ensure accurate and up-to-date information, keep the team informed about new product releases, changes, or improvements. Encourage effective communication and collaboration between the customer care team and other departments.
• Organize regular meetings or check-ins to discuss operational challenges impacting your team and find ways to address them.
• Maintain a prompt response to phone calls, emails, and voicemails.
• More responsibility with staff. When there is an issue with the team, you are responsible for ensuring the associate feels heard and, if necessary, escalate to Human Resources. Document conversations and concerns the staff brings to you.
  • Attendance
  • Complaints
  • Not meeting Expectations
  • Inventory rotation & stocking
  • Cleanliness
  • Safety
• Review assigned staff timecards daily for accuracy. Final timecard review for payroll processing completed weekly.
• Responsible for preparing monthly staff schedules and submitting them for approval and final posting.
• Monitor cleanliness in the following areas.
  • Employee Lobby/Office
  • Bug Room
  • Storage room in the Showroom
  • Showroom
  • Customer Care
  • Quarantine room
  • Breeding room
  • Break room
• Other duties per management directives.
• Maintain an organized system within Shopify and SKU Labs to enforce the TAG structure.
• Collaborate with the inventory specialist to maintain sufficient stock levels to fulfill customer orders. Enforce SOPs and associated inventory audits.
• Optimize inventory storage and layout to maximize space utilization and facilitate efficient order picking and replenishment.
• Oversee the showroom area, ensuring it is well maintained and visually appealing, and showcases the range of reptile and amphibian habitats and supplies.
• Manage quarterly bug-breeding projects. Roaches, springtails, isopods, fruit flies, and other feeder insects should always be available to provide enough livestock for tradeshows, point of sale, and shipping.
• Train customer care team on product knowledge, sales techniques, and customer service to provide an exceptional in-person shopping experience.
• Manage SKULabs, Shopify, Front, Shopify, Amazon Central, and other day-to-day platforms that work with departments under your scope. Audit various platforms for accuracy and quality control.
• Dealing with upset clients and conflict resolution
  • Ensuring the appropriate actions are taking place to resolve any concerns/conflicts with clients.
  • Follow up to ensure that we have addressed their concern.
• All usage, request, and data entry forms should be organized and completed on time.
• For tradeshows, work with the Safety Officer to ensure that the trailer, vehicle, and other assets/tubs are ready and working and that any repairs or changes are complete before the scheduled event.
• Partner with the Freight Specialist & the Wholesale Representative to fulfill customer orders and tradeshows. Communicate with customers if there are delays in shipping.
• Ensure accounts have the proper data entry for tax-free, N30, and sponsorship accounts. EOM assets go to Josh Halter.
• Partner with Marketing to schedule advertisements, events, videos, signage, pictures, etc. Ensure projects and marketing opportunities are completed promptly.
• Make sure the greenhouse is operating to protect plants during the summer and winter.
• Responsible for loss prevention and inventory management, ensuring accurate counts, minimizing shrinkage, and addressing discrepancies.

Technology Skills

• Cloud-Based Data Access & Collaboration: Slack, Google Drive
• Communications & Customer Support: Front (communications server, shared inbox), Nextiva (phone system (VoIP))
• Email & Productivity Suite: Google Workspace (Gmail, Docs, Sheets), Front (email integration)
• E-Commerce & Inventory Management: Shopify Ecosystem, SKULabs, Amazon Seller Central, Smile.io, Yotpo, VerifyPass, ShipStation, Klaviyo,
• Point of Sale (POS): Shopify POS Software
• Time & Attendance Tracking: HR Solutions/Prism

Skills and Abilities

• Administrative - Knowledge of managerial and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Service Orientation - Actively looking for ways to help your team
• Speaking - Talking to others to convey information effectively.
• Reading Comprehension - Understanding written sentences and paragraphs in work-related documents.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Monitoring— Monitoring/Assessing your performance and that of other individuals or organizations to make improvements or take corrective action.
• Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Time Management - Managing one’s own time and the time of others.
• Social Perceptiveness - Being aware of others’ reactions and understanding why they react as they do.
• Negotiation - Bringing others together and trying to reconcile differences.
• Oral Comprehension - The ability to listen and to understand information and ideas presented through spoken words and sentences.
• Problem Sensitivity - The ability to tell when something is wrong or is likely to go bad. It does not involve solving the problem, only recognizing that there is a problem.
• Oral Expression - The ability to arrange things or actions in a particular order or pattern according to a specific rule or set of rules (ex., patterns of numbers, letters, words, pictures, mathematical operations).
• Speech Recognition - The ability to identify and understand the speech of another person.
• Speech Clarity - The ability to speak clearly so others can understand you.
• Written Comprehension - The ability to read and understand information and ideas presented in writing.
• Written Expression - The ability to communicate information and ideas in writing so others will understand.
• Category Flexibility - The ability to generate or use different rules for combining or grouping things differently.
• Selective Attention - The ability to concentrate on a task without being distracted.
• Deductive Reasoning - The ability to apply general rules to specific problems to produce sense answers.
• Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Professionalism - Demonstrate professionalism by modeling respectful communication and positive relationships with associates, while maintaining appropriate boundaries and avoiding inappropriate relationships on or off duty.

Work Activities

• Getting Information - Observing, receiving, and obtaining information from all relevant sources.
• Communicating with Supervisors, Peers, or Subordinates— Provide information to supervisors, co-workers, and subordinates by telephone, in written form, email, or in person.
• Handling and Moving Objects - Using hands and arms to handle, install, position, move materials, and manipulate things.
• Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic form.
• Performing General Physical Activities - Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling materials.
• Organizing, Planning, and Prioritizing Work - Develop specific goals and plans to prioritize, organize, and accomplish your work.
• Updating and Using Relevant Knowledge - Keeping up to date technically and applying new knowledge to your job.
• Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Training and Teaching Other - Identifying the educational needs of others, developing formal education or training programs or classes, and teaching or instructing others.
• Processing Information - Compiling, coding, categorizing, calculating, auditing, or verifying information.
• Operating Vehicles, Mechanized Devices, or Equipment - Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts or passenger vehicles.
• Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others. Delegate and task associates with work for the day.
• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships and maintaining them over time.
• Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
• Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Inspecting Equipment, Structures, or Materials - Inspecting equipment, structures, or materials to identify the cause of errors, other problems, or defects.
• Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, resolving grievances and conflicts, or negotiating with others.
• Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people.
• Coordinating the Work and Activities of Others - Getting group members to work together to accomplish tasks.
• Controlling Machines and Processes - Using control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).
• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Minimum Qualifications

• High school diploma or equivalent (Required)
• A bachelor’s degree in Business, Management, or Economics (Highly preferred). Equivalent professional experience will be considered in place of formal education.
• 5+ years of management, warehouse, and shipping experience with references (Required).
• Forklift certification (preferred).

Competencies

• Attention to Detail - The job requires being careful about detail and completing tasks thoroughly.
• Dependability - The job requires being reliable, responsible, and dependable.
• Cooperation - Be pleasant with others on the job and display a good-natured, cooperative attitude.
• Integrity - The job requires being honest and ethical.
• Independence - The job requires developing one’s way of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
• Concern for others - The job requires sensitivity to others’ needs and feelings and understanding.
• Initiative - The job requires a willingness to take on responsibilities and challenges.
• Self-Control - The job requires maintaining composure and keeping emotions in check.
• Analytical Thinking— The job requires analyzing and being open to change (positive or negative) and considerable variety in the workplace.
• Adaptability/Flexibility - The job requires accepting criticism and dealing calmly and effectively with high-stress situations.
• Persistence - The job requires persistence in the face of obstacles.
• Leadership - The job requires a willingness to lead, take charge, and offer opinions and direction.
• Achievement/Effort - The job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
• Innovation - The job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
• Social Orientation - The job requires preferring to work with others rather than alone and being personable with others.