Operations & Supply Chain Lead
Location: Bristol, HybridCompany: Matcha Vista, Vista Beverages LimitedReports to: Founder / DirectorType: Part-time, ideally 20 hours per week, with some flexibility around working pattern. This is equivalent to 0.5 FTE based on a 40-hour full-time working week. Additional hours may be available as the business grows.
Salary: Base salary: £15,000–£17,000 per annum for 20 hours per week, equivalent to £30,000–£34,000 full-time equivalent.
Probation review: 3 months
Bonus: modest discretionary annual bonus tied to operational KPIs and business performance
About Matcha Vista
Matcha Vista is a growing food and beverage business supplying matcha, tea powders and specialist powdered ingredients to foodservice, wholesale, private label and manufacturing customers. The business operates through its on brand and bulk ingredient supply.
The business works internationally with suppliers, factories, logistics partners and customers, so strong operational control, documentation discipline and follow-through are critical.
About the Role
We are looking for a highly organised, detail-focused Operations & Supply Chain Lead to support the day-to-day running of the business.
The role covers customer orders, factory production, supplier coordination, shipping, compliance documentation, packaging information, product setup, NPD support and operational administration.
This is a hands-on role for someone who is process-driven, reliable and comfortable managing multiple moving parts at once. The right person will bring structure, follow-through and control to the operational side of the business, helping reduce founder involvement in routine order, admin and supplier follow-u while still allowing the founder to retain oversight.
This is not a role for someone who only wants to follow existing processes. We are looking for a genuine self-starter who can identify what needs doing, take ownership, chase tasks to completion, spot process gaps and help build stronger systems and controls over time.
At this stage of the business, the role is broad and varied. As the company grows, responsibilities may become more specialised and the role may develop into a more defined function with clearer departmental boundaries.
Key ResponsibilitiesOperational Ownership and Process Development
- Take ownership of the day-to-day operational flow across orders, supply chain, shipping and documentation.
- Develop, improve and maintain practical operational systems, trackers and ways of working.
- Identify inefficiencies, recurring issues and process gaps, then work to improve them.
- Build greater structure, visibility and control into the operational side of the business.
Supply Chain, Order Planning and Supplier Coordination
- Plan and coordinate customer and factory orders in line with demand, stock levels and lead times.
- Prepare and issue purchase orders to factories and suppliers with complete and accurate information.
- Ensure order details are correct, including product specifications, pack formats, artwork versions, label requirements, quantities and delivery terms.
- Track orders through the manufacturing cycle and monitor progress against agreed timelines.
- Act as a day-to-day point of contact with manufacturing partners and suppliers.
- Ensure suppliers have the information required to fulfil orders correctly.
- Maintain order trackers and provide clear internal updates on live orders.
- Proactively follow up with suppliers and factories to ensure deadlines are met.
- Escalate delays, risks or missing information early.
- Help improve supplier communication and follow-up discipline over time.
Shipping and Logistics
- Coordinate shipments with freight forwarders and logistics partners.
- Ensure shipment bookings are made accurately and on time.
- Provide shipping partners with required documentation and order information.
- Track shipments and follow up on delays, missing documents or exceptions.
- Support customs and import/export administration where required.
- Help improve shipment readiness and reduce preventable delays.
Compliance, Documentation and Packaging Support
- Ensure each order is supported by a complete and accurate document pack where required.
- Maintain supplier and product compliance records, including specifications, test reports, certificates of analysis, allergen statements and organic documentation.
- Complete customer forms, supplier questionnaires and compliance documentation requests.
- Keep document files current, organised and easy to retrieve.
- Follow up with suppliers to obtain missing, updated or expired documents.
- Help build stronger internal discipline around document control and compliance readiness.
- Review supplier packaging information, artwork, labels and product claims for completeness before internal approval.
- Help check that packaging details align with agreed specifications, including ingredients, allergens, net weight, origin, storage instructions, batch coding, best-before information and certification claims.
- Coordinate packaging compliance documents where required, including food contact declarations, migration statements, material specifications and sustainability or recyclability claims.
- Flag inconsistencies, missing information or potential compliance risks before packaging is printed or approved.
- Maintain organised records of approved artwork, packaging specifications and supporting compliance documents.
Product Setup and NPD Support
- Support new product development by gathering, organising and maintaining product information, specifications and technical documentation.
- Help create and maintain detailed product specification sheets, including ingredients, allergens, nutritional information, pack formats, shelf life, storage requirements and claims where relevant.
- Support product and packaging setup for new launches, including artwork, pack copy, barcode information, supplier data and compliance documents.
- Assist with market and competitor research for new product development, including comparable products, formats, pricing, claims, packaging and ingredient trends.
- Help prepare internal NPD summaries so the team can make clearer decisions on new product opportunities.
- Coordinate with suppliers, designers, laboratories and packaging partners to obtain required information for new products and launches.
Operational Administration
- Process customer orders accurately and efficiently.
- Upload invoices to Xero within defined permissions.
- Send samples and track sample dispatch where required.
- Manage inbound enquiries and route them appropriately.
- Support stock replenishment communication with smaller local customers.
- Assist with day-to-day operational administration needed to keep the business running effectively.
What Success Looks Like
In this role, success means:
- orders are placed accurately and on time;
- factories receive the right information first time;
- timelines are actively managed rather than reacted to;
- suppliers, factories and logistics partners are chased without constant prompting;
- shipments are booked, tracked and supported with the right documentation;
- compliance documents are complete, current and easy to find;
- customer requests are handled promptly;
- operational errors and avoidable delays are reduced;
- operational systems become clearer, stronger and less reliant on founder intervention;
Skills and Experience RequiredEssential
- Strong organisational and administrative skills.
- Very high attention to detail.
- Strong follow-up skills and sense of ownership.
- Ability to manage multiple tasks and deadlines at the same time.
- Good written and verbal communication.
- Confident using spreadsheets, email and document systems.
- Able to work in a structured, methodical and disciplined way.
- Comfortable working in a small business where responsibilities are varied.
- Previous experience in operations, supply chain, logistics, customer service or coordination.
- Ability to improve ways of working rather than just follow existing instructions.
- Self-starting and able to identify what needs doing without waiting for constant direction.
- Comfortable creating structure where processes are still developing.
- Able to prioritise independently and keep momentum across multiple workstreams.
Desirable
- Experience in food, beverage, FMCG, manufacturing or import/export.
- Experience dealing with factories, freight forwarders or logistics providers.
- Experience handling technical documents, compliance information or supplier paperwork.
- Familiarity with Xero or similar accounting software.
- Experience supporting product setup or specification management.
- Experience helping to improve operational systems or processes in a growing business.
- Chinese speaking.
Personal Attributes
We are looking for someone who is:
- highly detail-oriented;
- process-driven and methodical;
- dependable and consistent;
- proactive rather than passive;
- calm under pressure;
- practical, organised and solutions-focused;
- comfortable chasing tasks to completion;
- happy working across a broad and varied role;
- willing to take responsibility for getting things done properly;
- comfortable helping to create structure, not just operate within it.
This role will suit someone who likes structure, enjoys keeping things under control and takes pride in accuracy, follow-through and continuous improvement.
What This Role Is Not
This is not a basic admin-only role. It is not a senior strategy role. It is not suitable for someone who dislikes routine follow-up, detailed administration, supplier chasing or process-heavy work.
It is also not suitable for someone who needs constant direction, waits passively for tasks or only works from a fixed checklist. The business needs someone who can see what is missing, follow up proactively and keep operational work moving.
Ideal Candidate
This role would suit someone who has worked in operations, supply chain, logistics, food, FMCG, import/export or technical administration, and now wants a flexible part-time role with real responsibility.
You may have previously worked in a larger business with better systems, but be comfortable applying that discipline in a smaller, faster-moving company where not everything is already built.
Why Join Us
- Opportunity to play a key role in a growing international business.
- Broad exposure across supply chain, logistics, compliance, packaging, product setup and operations.
- Real responsibility from an early stage.
- Opportunity to help build better systems and processes as the company grows.
- Opportunity for the role to develop into a more defined and senior function as the business expands.
- Unlimited matcha.
- Opportunity to travel, including to partner sites in Asia.
Pay: £15,000.00-£17,000.00 per year
Benefits:
- Casual dress
- On-site parking
- Work from home
Application question(s):
- Are you able to reliably work 20 hours per week?
- Do you have at least 2 years’ experience in operations, supply chain, logistics, purchasing, inventory control, import/export, or food/FMCG administration?
- Are you comfortable using spreadsheets for stock, orders, supplier tracking, pricing or logistics data?
- Are you comfortable working in a small, fast-moving business where processes may need to be created rather than simply followed?
Work Location: Hybrid remote in Bristol (Bristol)
