Operations Coordinator

Work Location: On-site, with potential Monday work-from-home eligibility following a successful 30-day review and management approval.

About Mama Breaks & Co.

Mama Breaks & Co. is a fast-paced live trading card breaking business specializing in sports and entertainment collectibles. Our daily operations involve live-streamed shows, customer orders, inventory management, and shipping.

We are looking for a reliable, highly organized, and proactive Operations Coordinator to help oversee daily administrative responsibilities and support our growing team.

The ideal candidate is detail-oriented, communicates effectively, takes initiative, and can adapt quickly to changing priorities.

This is not exclusively a desk position. While administrative responsibilities are a primary focus, the Operations Coordinator must also be willing to assist with hands-on shipping operations whenever needed.

Key Responsibilities

Employee Scheduling & Coordination

• Prepare, maintain, and publish weekly employee schedules.
• Coordinate with department managers regarding staffing needs, employee availability, product releases, and upcoming events.
• Track approved time-off requests, holidays, and scheduling adjustments.
• Identify potential scheduling conflicts and staffing shortages.
• Maintain an organized company calendar of important operational dates and deadlines.

Payroll & Timekeeping

• Review employee timecards for missing punches and discrepancies.
• Verify employee hours and assist with necessary timecard corrections.
• Prepare accurate payroll information
• Track employee attendance, callouts, and scheduling changes.
• Communicate payroll or attendance discrepancies to management.
• Maintain organized and confidential payroll records.

Employee Documentation & Administrative Support

• Prepare employee write-ups, written warnings, and other disciplinary paperwork as directed by management.
• Maintain organized records of verbal warnings, written warnings, and attendance concerns.
• Track employee 30-day, 90-day, and annual performance reviews.
• Coordinate performance review paperwork and scheduling.
• Assist with employee onboarding, documentation, and system setup.
• Maintain confidential employee records and administrative files.

Inventory & Supply Management

• Monitor office and shipping supply inventory.
• Coordinate supply needs with the Shipping Manager.
• Place orders with approved vendors.
• Track shipments, deliveries, and inventory shortages.
• Maintain accurate purchasing and inventory records.
• Help ensure essential shipping and office supplies remain stocked.

Shipping Department Support

Shipping is a critical priority at Mama Breaks

The Operations Coordinator is expected to recognize when the Shipping Department needs additional assistance and actively support shipping operations.

Responsibilities may include:

• Sorting trading cards by team, player, or character.
• Bagging and tagging customer orders.
• Preparing shipping stickers and checklists.
• Packaging and labeling outgoing orders.
• Organizing shipments for carrier pickup.
• Assisting with authorized USPS and UPS drop-offs.
• Supporting the Shipping Manager and Shipping Lead Supervisor with daily shipping tasks.

When the Shipping Department is behind schedule or experiencing high volume, shipping support takes priority over routine administrative duties, subject to management direction and critical deadlines.

Candidates must be comfortable transitioning between administrative work and hands-on shipping tasks throughout the workday.

Qualifications & Skills

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple responsibilities and meet deadlines.
• Comfortable working in a fast-paced environment.
• Proactive approach to identifying and resolving operational needs.
• Ability to work independently and collaboratively.
• Comfortable using computers, spreadsheets, and administrative software.
• Ability to handle confidential employee and business information professionally.
• Willingness to assist with physical shipping and fulfillment tasks as needed.

Preferred Qualifications

• Previous experience in office administration, operations coordination, or a similar role.
• Experience with employee scheduling and timekeeping systems.
• Familiarity with Gusto, Homebase, Google Sheets, or similar platforms.
• Experience with payroll preparation, inventory tracking, or employee documentation.
• Previous experience in shipping, fulfillment, or warehouse operations.

What We're Looking For

We are looking for someone who:

• Takes initiative without needing constant reminders.
• Is dependable, punctual, and accountable.
• Stays organized while handling multiple priorities.
• Communicates clearly with management and team members.
• Recognizes when departments need additional assistance.
• Is comfortable working both at a desk and on the shipping floor.
• Can maintain confidentiality and professionalism.
• Is flexible and willing to take on additional responsibilities as business needs evolve.

Compensation

Pay: $25.00 per hour

Location: Ontario, California

The position is primarily on-site. Following a successful 30-day performance review, the employee may be considered for remote work on Mondays, subject to management approval and operational needs.

Pay: $25.00 per hour

Expected hours: 40.0 per week

Work Location: In person