Operatrions and Purchasing manager for Pet Health Company

Operations and Purchasing Manager The job at a glance

DrRuthRoberts.com is a veterinarian-led pet-health business with a professional certification program, an online supplement store and a small remote team. As we head into a rebrand, we need someone to build our operating system: clear owners, written processes and weekly numbers for every part of the business. You will also run purchasing and inventory for the store.

This job suits someone who sees a messy workflow and starts a tracking sheet. You would rather write a process down once than explain it ten times. You get clear authority to set how things run, and the systems you build will shape how the company works for years.

In your first 90 days, you will map every system to an owner and start a one-page Monday scorecard for Dr. Ruth. You will write our first standard operating procedures (SOPs), set reorder points for our top 10 products, and run payouts correctly and on time.

About us

Dr. Ruth Roberts, DVM, is an integrative veterinarian with 36 years in practice. She is trained in acupuncture, Chinese herbal medicine, food therapy and functional medicine, and she created The Original CrockPet Diet. Our work helps pet guardians and pet professionals care for animals alongside their veterinarians, never instead of them. Two lines of business now run as one company.

• The Holistic Pet Health Coach certification. A six-month program of 4 parts and 16 modules plus a final exam, taught live by Dr. Ruth and a team of mentors. It carries 40 RACE-approved CE hours for vets and vet techs and has 180+ graduates. A new cohort of up to 15 starts on the 5th of each month. About 3 in 4 students are pet professionals: groomers, trainers, vet techs, pet sitters, daycare owners and some vets. Some join from outside the US.
• Memberships and community. Graduates can join paid membership tiers and attend a yearly in-person CE event. The Pet Guardian Circle gives pet parents coach-led sessions and live Q&As with Dr. Ruth.
• The online store. A Shopify store selling Dr. Ruth's own supplement line and about 15 partner brands to pet guardians in the US, UK, Canada and Europe. A US contract manufacturer warehouses and ships our own line, and is producing the redesigned line. Some partner lines are stocked and some are drop-shipped.
• Our audience. About 12,600 engaged email contacts and about 7,500 YouTube subscribers.
• Our team. Small, remote and asynchronous, across the US, Europe and the Philippines. On the team: a certification sales lead, a tech and systems specialist, a student support and course media coordinator, and a marketing coordinator. We also have a social listening and community specialist, a customer service specialist, a video editor and our certification mentors. An outside bookkeeper supports us.
• Our tools. Shopify (with a subscriptions app), GoHighLevel, Klaviyo, Circle, Stripe, Google Workspace, Slack, Canva, Zoom and Vimeo.

What's changing

We are simplifying how we run and managing the certification and the store as one business. We are also moving Dr. Ruth out of day-to-day management so she can focus on teaching, content and the company's direction. She keeps clinical questions, prices, hires and pay. Everything else needs an owner, a written process and a weekly number. To get there, we are hiring for four new roles, this one included, so every area has one clear owner.

Over the next year, the business is also going through a rebrand that covers our messaging, visual identity and market positioning.

What the rebrand means for this role

A rebrand brings a lot of operations work, and much of it is yours. You will plan stock as products move from old labels to new, so we sell through current stock without running out or writing off old-label stock. You will coordinate timing with our manufacturer, keep barcode (GS1) records and product listings current, and help get our sales channels ready for the relaunched line. You will also make sure everyone knows what is changing and when.

Brand details stay confidential until launch. We share them once you join, under the confidentiality terms of your contractor agreement.

The role Purpose

Build the operating system the business needs as it grows: every system owned, every recurring task written down, every person measured weekly. Run purchasing so best-sellers never run out and cash isn't tied up in stock we don't need. Dr. Ruth gets one page a week, and decisions stay with the team.

What you'll own

• Access and ownership sheet. Every system gets a named owner, a named backup and a separate login for each person who uses it. That covers Shopify, GoHighLevel, Klaviyo, Circle, Stripe, Canva, Google Drive, Slack, our web domains and every other tool we use.
• The weekly scorecard. Collect each person's 3 KPI numbers (key performance indicators) every Friday. Send Dr. Ruth one page by Monday 11:30 CET: sales, leads and enrollments, stock alerts, the service and support queues, and anything off track.
• SOPs. Write the recurring work down and keep it in one shared folder. Start with payouts, store reorders, refunds and chargebacks, student pauses, and onboarding and offboarding.
• Purchasing and inventory. Stock levels, reorder points and lead times for every product we hold. Purchase orders, stock at our manufacturer, supplier price comparisons, and stock plans for sales, launches and the move to new labels.
• Payouts. Contractor, commission and mentor payouts on the 15th of each month, correct and on time, with receipts sent to our bookkeeper.
• Team management. A short weekly check-in with each direct report (written is fine). Reviews for each new team member at 30, 60 and 90 days, against their scorecard.
• Hiring and onboarding. Run the admin for new hiring rounds (job posts, shortlists, test tasks, references) and set up each new hire's accounts and first-week plan. Dr. Ruth makes the final call.
• Escalation point. The team comes to you first for refunds above the customer service limit, non-clinical student matters such as pauses, and tool requests.

Your first 90 days

• Days 1 to 30: learn and take over. Get your own logins. Hold a 15-minute intro with each team member: what they do, what is blocked, what wastes their time. Run the next payout on the 15th. Take over purchasing: suppliers, lead times, stock and reorder points for the top 10 products, and flag anything that will run out within 60 days. Send your first Monday scorecard, even with gaps. Draft the access sheet.
• Days 31 to 60: build. Finish the access sheet. Write the first 5 SOPs. Run weekly check-ins and the new hires' 30-day reviews. Agree on a stock plan with our manufacturer for the move from old labels to new. Cut the decisions that reach Dr. Ruth to fewer than 5 a week.
• Days 61 to 90: run and refine. Confirm KPI targets with four weeks of actual numbers. Compare supplier prices on our main lines. Grow the SOP library toward 12. Bring Dr. Ruth a short list of what to fix next, each item with a recommendation.

Who you work with

• Reports to Dr. Ruth, with a weekly 30-minute check-in at 17:30 CET.
• Manages the tech and systems specialist, the student support and course media coordinator, and customer service. You also oversee sales admin and commission, mentor operations (not teaching), and the Executive Assistant day to day.
• Temporarily manages the marketing coordinator, video editor, social listening specialist and copywriter if the Marketing Head has not yet started.
• Works with the Marketing Head, who comes to you for weekly operations, tools and spend. You plan stock together for sales and launches. You also work with our manufacturer, partner brands, suppliers and bookkeeper.

Who we're looking for

We hire on skills and track record. Show us what you built and what changed because of it.

Must-haves

• Hands‑on experience running operations, purchasing or inventory for an e‑commerce, retail or consumer‑products business.
• You have built processes, trackers or SOPs that other people still use, and you can show us examples.
• Purchasing results you can measure. You have set reorder points, tracked supplier lead times and placed purchase orders with manufacturers or suppliers. You have cut stockouts, ordering time or cash tied up in stock, and you can show the numbers.
• Strong Google Sheets skills: KPI reporting, lookups and formulas such as QUERY, and simple dashboards.
• Accuracy with money: payouts, invoices and receipts that reconcile, with clean records for a bookkeeper.
• Experience managing a remote team. You are kind and direct, and you address a missed target the same week.
• Clear, short written English. You do not need to be a native speaker. You learn new tools such as Shopify, GoHighLevel and Circle quickly.
• Fixed, visible weekly hours in Central European Time.
• Discretion with confidential business, student and customer information.

Nice to have

• Experience in pet health, veterinary, supplement or wellness businesses, with respect for both integrative and conventional veterinary medicine.
• Operations through a product relaunch or a label change, including selling through old stock.
• Regulated consumer products: lot codes, GS1 barcodes, NASC or AAFCO labeling, contract manufacturers.
• Operations for an online course, certification or membership business, ideally using Klaviyo or GoHighLevel.

Details

• Hours: about 20 hours a week to start. Hours may grow, up to full‑time, if the work and the budget allow.
• Schedule: fixed weekly hours that you choose, post in Slack and keep. Your weekly check-in with Dr. Ruth falls inside her working hours: Monday, Tuesday and Thursday, 11:30 to 19:00 CET.
• Location: remote, working in Central European Time.
• Type: independent contractor, paid monthly.
• Pay: about $1,250 a month for about 20 hours a week (contractor), rising with hours toward full‑time.
• Start: as soon as possible, ideally by 1 December 2026.