Operations Manager

Prism Water Pipes - Operations Manager  

Philadelphia, PA — Full-Time — On Site (9 AM–5 PM)

We are seeking a highly organized and proactive Operations Manager to oversee day-to-day shop operations, fulfillment, inventory management, purchasing, customer service coordination, and process improvement initiatives. This role works closely with ownership and management to improve operational efficiency, maintain workflow organization, and ensure the smooth execution of shop and fulfillment operations. The ideal candidate is detail-oriented, solutions-driven, and comfortable managing multiple moving parts in a fast-paced environment.

Responsibilities

Fulfillment & Production  

• Manage fulfillment and decaling schedules for retail and wholesale orders.
• Generate fulfillment documentation and coordinate order workflow.
• Ensure shipments are processed, scheduled, and delivered accurately and on time.
• Coordinate shipping carriers, pickups, claims, and issue resolution.
• Monitor order accuracy and quality control standards.
• Improve fulfillment and production processes to reduce errors and increase efficiency.

Shop & Team Management 

• Manage employee schedules, workflow assignments, and cleaning/maintenance schedules.
• Conduct team meetings and coordinate daily task allocation.
• Assist with hiring, onboarding, training, and employee reviews.
• Maintain workflow documents, SOPs, and training materials for shop staff.
• Support implementation of new policies, operational procedures, and workflow improvements.
• Assist in resolving day-to-day operational and staffing issues.
• Work with management to implement operational improvements, systems, and process changes.
• Coordinate shop organization, workflow updates, and efficiency projects.
• Identify cost-saving opportunities and operational improvements.

Purchasing & Inventory Procurement

• Procure inventory for products, consumables, and shop supplies.
• Manage procurement from creation through delivery, including tracking shipments, resolving vendor or shipping issues, receiving inventory, and verifying order accuracy upon arrival. 
• Manage physical and digital inventory records.
• Organize inventory storage and recommend improvements to space utilization.

Customer Service  

• Manage customer support emails and ensure follow-up tasks are completed in a timely manner.
• Resolve customer issues related to orders, shipping, and fulfillment.
• Coordinate customer service concerns with management and marketing teams when necessary.
• Assist with shipping claims, returns, and replacement requests.

Qualifications

• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience with operations, inventory, fulfillment, warehouse, or production management preferred.
• Proficient with spreadsheets, inventory systems, and operational software.
• Ability to lead teams, delegate tasks, and maintain workflow efficiency.
• Self-motivated with the ability to work independently and adapt to changing priorities.
• Experience with shipping and logistics platforms is a plus.
• Ability to lift and move packages/materials as needed.

Tools and Platforms

• Shopify
• Open Ai tools
• Excel/Sheets

Ideal Candidate

The ideal candidate is highly organized, dependable, and solutions-oriented, with the ability to manage multiple operational responsibilities in a fast-paced environment. They are proactive, detail-oriented, and comfortable leading day-to-day shop operations while improving systems and workflows behind the scenes. This person thrives on problem-solving, communicates effectively with team members and management, and takes ownership of keeping operations running smoothly and efficiently. Experience in fulfillment, warehouse, production, or operations environments is preferred.