Operations Associate

Wholesale Botanics is a fast-growing Maryland-based supplier of essential oils, carrier oils, and other natural ingredients, serving businesses and consumers through bulk, private-label, custom formulation, and e-commerce channels. We are seeking an organized, analytical, and communicative Operations Associate. This person will serve as the primary administrative and operational support for B2B Sales, maintain accurate inventory information, and coordinate work across sales, purchasing, production, and shipping.





This is primarily an administrative and analytical position in an operational environment. Much of the work involves spreadsheets, project plans, calculations, written communication, documentation, and follow-up. Because the role supports physical products, the employee will also work on-site with samples, ingredients, labels, packaging, inventory, and finished products.





We are more interested in critical thinking skills, communication ability, judgment, and capacity to learn than in prior warehouse or manufacturing experience. The position is designed for someone who can master our systems quickly and grow into broader responsibility within the company.





The on-site Operations Associate position has three primary responsibilities:





B2B Project Support


- Create and maintain project plans, timelines, tracking sheets, requirements, and outstanding-item lists.
- Translate customer and sales requirements into clear instructions for purchasing, production, packaging, and shipping.
- Estimate labor and material needs with the appropriate team members and track actual usage and progress.
- Confirm that ingredients, bottles, closures, labels, boxes, and special-order components are ready before production.
- Coordinate samples and custom blends, ensuring approved formulas and instructions are followed and observations are documented clearly.
- Measure and photograph products and packaging and coordinate label tests, fill-height checks, packaging reviews, and initial production-unit approval.
- Monitor project progress, identify delays or discrepancies, and provide B2B Sales with accurate and timely updates.
- Coordinate B2B and sample shipments, including quantities, special requirements, drum labels, and tracking information.
- Complete concise project recaps covering labor, materials, quantities, timing, problems, and improvements for future runs.






Inventory Administration and Accuracy


- Maintain inventory spreadsheets, batch changes, clearance lists, weights, quantities, statistics, and related records.
- Perform or coordinate physical counts and reconcile them against company records.
- Investigate missing, damaged, misplaced, or incorrectly recorded inventory and follow discrepancies through resolution.
- Complete weekly inventory and fulfillment audits and confirm that required corrections are made.
- Maintain batch documentation and certificates of analysis.
- Keep inventory records and supporting documentation organized so another team member can understand and continue the work.






Office and Warehouse Administration


- Document and route incoming mail, samples, returns, packaging, and other shipments.
- Monitor and replenish shared office, restroom, break-room, and warehouse supplies and help keep day-to-day facility needs organized.
- Assist the Warehouse Manager with administrative follow-up, routine vendor or facility coordination, and other tasks that keep the operation running smoothly.
- Prepare weekly reports covering turnaround times, fulfillment issues, errors, labor hours, audit findings, and process improvements.
- Provide backup customer-service inbox coverage and ensure urgent questions are answered or escalated.
- Manage our light-volume customer service phone line, answering incoming calls, checking voicemails regularly, and ensuring messages and missed calls are addressed promptly.
- Assist with returns, retail-account administration, priority orders, freight shipments, backorders, and other operational projects.
- Help document recurring procedures, train team members, and support candidate tracking or hiring follow-up when needed.






Qualifications


- Bachelor’s degree required.
- Strong academic record. Applicants should include their cumulative college GPA and SAT or ACT score with their application.
- Exceptional written and verbal communication skills, including the ability to provide clear updates, ask precise questions, and explain problems concisely.
- Strong numerical reasoning and comfort working with quantities, percentages, weights, labor estimates, and reconciliations.
- Strong Google Sheets or Excel skills, or demonstrated ability to learn spreadsheet functions quickly.
- Excellent attention to detail, organization, judgment, and follow-through.
- Able to learn unfamiliar systems and processes quickly and take on increasing responsibility over time.
- Comfortable working on-site and occasionally handling samples, products, packaging, and inventory.
- Prior warehouse, manufacturing, essential oil, or cosmetics experience is not required. Training will be provided.






Compensation

We offer a competitive compensation package tailored to experience, typically ranging from $55,000 to $70,000 USD annually.





Additional benefits, performance-based incentives, and opportunities for growth within our fast-scaling company will be discussed during the interview process.





Application

To apply, fill out our application at https://docs.google.com/forms/d/e/1FAIpQLScKaCFJj750UBQHkvlO-5bkahvcgCbvDlTdz9wYinjFSLq4Kw/viewform.