What are the responsibilities and job description for the Office Manager position at GO Mushrooms?
OFFICE & OPERATIONS MANAGER
GO MUSHROOMS
Upstate New York | Full-Time
About GO Mushrooms
GO Mushrooms is a growing functional mushroom wellness company rooted in upstate New York. We grow our own mushrooms locally and transform them into high-quality tinctures, functional beverages, honeys, and other mushroom-based wellness products.
We are a small, entrepreneurial team, which means everyone plays an important role. We are looking for an organized, capable, and proactive Office & Operations Manager who can keep the day-to-day business running smoothly while helping our team stay organized as we grow.
The Role
The Office & Operations Manager will be at the center of GO Mushrooms' daily operations. This person will manage administrative responsibilities, coordinate orders and inventory, support customers and wholesale accounts, maintain business records, and help keep projects moving across the company.
This is an ideal position for someone who is highly organized, comfortable wearing multiple hats, and enjoys working in a growing small-business environment.
Key ResponsibilitiesOffice & Administrative Management
- Manage the day-to-day administrative needs of the office and business.
- Maintain organized digital and physical files, records, invoices, purchase orders, and company documents.
- Manage incoming emails, phone calls, correspondence, and general inquiries.
- Maintain calendars, meetings, deadlines, and company schedules.
- Order office, shipping, packaging, and operational supplies as needed.
- Coordinate with vendors and service providers.
- Help develop and maintain administrative systems and procedures that improve efficiency.
Orders, Inventory & E-Commerce
- Monitor and process orders through Shopify and other sales channels.
- Coordinate order fulfillment and shipping.
- Help maintain accurate product and packaging inventory.
- Monitor inventory levels and communicate replenishment needs to production.
- Update product information, pricing, inventory, and other content in Shopify.
- Assist with Amazon and other e-commerce marketplaces as needed.
- Troubleshoot basic order, shipping, and customer account issues.
Customer Service
- Respond to customer questions in a friendly, timely, and professional manner.
- Assist customers with orders, subscriptions, shipping questions, returns, and product information.
- Follow up on customer issues and make sure they are resolved.
- Maintain GO Mushrooms' approachable and knowledgeable brand voice in customer communications.
Wholesale & Sales Support
- Assist with existing wholesale accounts and incoming wholesale inquiries.
- Process wholesale orders, invoices, and account information.
- Follow up with retailers regarding orders, reorders, product information, and account needs.
- Maintain organized wholesale customer and prospect lists.
- Help identify and contact potential retail and wholesale partners.
- Provide administrative support for sales initiatives and events.
Business Administration
- Organize receipts, invoices, bills, and expense documentation.
- Track outstanding invoices and follow up when necessary.
- Coordinate records and documentation with the company's bookkeeper or accountant.
- Maintain organized vendor and purchasing records.
- Assist management with basic reports, spreadsheets, budgets, and expense tracking.
Marketing & Social Media Support
- Assist with scheduling and coordinating social media posts.
- Help organize photos, graphics, product information, and other marketing assets.
- Make basic updates to the GO Mushrooms website and Shopify store.
- Coordinate email campaigns, promotions, events, and product launches with the team.
- Help ensure product information and branding remain consistent across sales channels.
Operations & Team Support
- Help coordinate communication between office, production, sales, and management.
- Maintain project lists and follow up on deadlines and outstanding tasks.
- Assist with planning trade shows, markets, events, meetings, and product launches.
- Help identify administrative or operational problems and develop practical solutions.
- Take ownership of projects and follow them through to completion.
Qualifications
We are looking for someone who is:
- Highly organized and detail-oriented.
- Reliable, responsible, and able to work independently.
- Comfortable managing multiple projects and priorities at the same time.
- A strong communicator, both written and verbal.
- Friendly and professional when interacting with customers, retailers, vendors, and team members.
- Comfortable with technology and learning new software.
- Proactive - someone who notices what needs to be done and takes initiative.
- Flexible and comfortable working in a growing small-business or startup environment.
- Interested in wellness, natural products, food, mushrooms, or sustainable agriculture.
Preferred Experience (but not required for consideration!)
Experience with any of the following is a plus:
- Office management or administrative operations
- Shopify
- E-commerce order management
- Amazon Seller Central
- QuickBooks or bookkeeping software
- Microsoft Office or Google Workspace
- Excel or Google Sheets
- Customer service
- Wholesale sales or account management
- Inventory management
- Social media platforms
- Canva or basic graphic/design tools
- Email marketing platforms
Experience in natural products, food and beverage, wellness, consumer packaged goods, retail, or e-commerce is especially helpful.
The Right Person for GO Mushrooms
We are a growing company, so this is not a position where every day will look exactly the same. We need someone who can create structure without needing a lot of bureaucracy.
The right person enjoys being the one who knows what is happening, what needs to happen next, and who needs to be involved. They can move comfortably from helping a customer, to updating an order, to checking inventory, to following up with a wholesale account, to making sure an important deadline does not get missed.
Most importantly, we are looking for someone who takes ownership of their work and wants to grow along with the company.
Compensation & Benefits
Compensation is commensurate with experience.
- GO Mushrooms is an equal opportunity employer. We value a collaborative workplace and welcome applicants who are excited about helping build a growing New York-based wellness company.
Expected hours: 40.0 per week
Work Location: In person