Operations Manager / Associate

Job Summary

We are seeking a highly organized, proactive Operations Manager / Associate to help power the core of our operations. This role owns the full lifecycle of customer orders spanning SAP execution, logistics coordination, and inventory compliance while partnering closely with Sales and Finance to ensure accuracy, efficiency, and outstanding service. You’ll be a key driver of continuous improvement across order management, warehouse operations, and regulatory processes. If you love solving problems and turning operational complexity into smooth execution, this role was made for you.

Responsibilities

• Manages day-to-day customer order administration—including order entry, packing lists, COAs, BOLs, shipping documentation, and invoicing while also processing customer rejections and shipment issues, collaborating with the Sales Team to ensure accurate and timely reporting in SAP and related systems.
• Serve as the internal SAP subject matter expert for the Operations and Customer Service teams, providing advanced system support, troubleshooting, and workflow optimization. Establish best practices, train team members, and drive continuous improvement to enhance accuracy, efficiency, and system adoption across operational processes.
• Plan and execute inbound and outbound shipments with a focus on cost optimization and service reliability, including carrier evaluation, rate comparison, shipment scheduling, warehouse coordination, and maintaining accurate shipment tracking and documentation
• Maintain accurate inventory tracking and reporting, ensuring adherence to FDA, cGMP, food safety, and HACCP standards. Monitor inventory integrity and support compliance initiatives through precise documentation, system reconciliation, and operational oversight
• Lead warehouse team to enforce FIFO execution and operational best practices related to storage, packaging, labeling, sanitation, and safety, ensuring efficient material flow, inventory integrity, and sustained compliance with regulatory and internal standards.
• Oversee the maintenance of critical operational documentation, including material transfer records, disposal logs, and expired inventory tracking, ensuring traceability, data accuracy, and continuous audit readiness.
• Align operational priorities with Sales, and other key departments to identify and escalate risks, implement process improvements, and drive efficiency, accuracy, and seamless collaboration across the organization
• Ensure compliance with credit and account policies prior to order fulfillment by conducting account reviews and partnering with Sales and Finance to address credit holds, exposure limits, and collections-related risks.
• Provide proactive operational and customer support by serving as the primary point of contact for order status, issue resolution, and interdepartmental communication, enabling Sales success and ensuring exceptional service delivery.

Education and Qualification:

• Bachelor’s degree in Business administration, Supply Chain Management, Logistics, or a related field required; equivalent experience may be considered in lieu of a degree
• 3–5 years of experience in operations, logistics, or customer service management, preferably in a distribution, manufacturing, or nutraceutical environment
• Strong interpersonal, verbal, written communication, and organizational skills required

Skills and Abilities:

• Highly experienced in executing inbound and outbound trucking operations, delivering fast turnaround times with exceptional attention to detail.
• Excellent organizational skills with the ability to manage multiple complex projects concurrently, often under tight deadlines
• Proficient in SAP
• Strong ability to work independently, collaborate effectively, and delegate tasks when necessary
• Interpersonal skills to effectively support and communicate with team members across departments
• Strong understanding of company structure, division-specific projects, item categories, and alignment with company goals and vision
• Effective verbal and written communication skills
• High level of integrity, reliability, and accountability in all work performed
• Strong attention to detail
• Proficient in Microsoft Office Suite, particularly Excel and Word
• Ability to stay organized and prioritize work in a fast-paced environment
• Capable of handling time-sensitive tasks and tight deadlines
• Bilingual is a plus

Physical Demands:

• Required to reach with arms and use hands and fingers to handle documentation and inventory
• Required to stoop, kneel, crouch, stand, bend, sit, talk, hear, climb stairs and ladders
• Must be able to lift and/or move up to 20 pounds
• Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus

Work Environment:

• Work in an office environment
• May be in contact with Allergens (Milk, Eggs, Fish, Crustacean Shellfish. Tree Nuts, Peanuts, Wheat, and Soybeans)
• Potential to move between office and warehouse areas to complete job functions, include close proximity to heavy machinery and powders
• This position is onsite

We offer a comprehensive benefit package including medical, dental, vision, and 401K with match.

If you are excited to join our company and take the next step in your career, click the apply now button to find out more.

Compliance with New York State Human Rights Pay Transparency Law, the annual rate range for this position is 65K to 120K. Please note that the salary information is a general guideline only. AHF considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and business considerations when extending an offer.

The Company

American Health Formulations is a fast-growing contract development and manufacturer of Dietary Supplements, Medical Foods, Herbal and OTC Products. We offer end to end services from R&D, custom formulation development, to production, packaging, and in house testing. We are experienced in the Nutraceutical, Pharmaceutical, Food and Beverage, and Cosmetic industries. We are FDA registered, operate under NSF, cGMP guidelines, and licensed as a New York State Food Processing facility. Come work with us – we are dedicated to making our customers ideas a reality.

We are an Equal Opportunity Employer. All employment is decided on the basis of qualifications, merit and business need

Pay: $65,000.00 - $120,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $65,000 - $120,000