Operations Associate - Grading & Consignment

WeTheHobby•Rochester, NY

3d•Onsite

About The Position

The Operations Associate is responsible for scanning, verifying, and publishing live-stream break results in Haystack in real time during each show, and following up with customers so they know their hits are available to view. The role connects activity on the stream with the customer experience afterward and requires speed, accuracy, and consistent adherence to established procedures. The position performs time-sensitive work throughout live shows, processing a volume that can range from dozens to well over a hundred breaks in a session. It is performed on-site in a live-stream production environment and requires sustained focus and accuracy for the duration of each show. Shows may include evenings and weekends depending on the streaming schedule.

Requirements

Strong attention to detail and ability to maintain accuracy while working quickly during a live broadcast.
Comfort multitasking between a mobile device and a desktop computer in a fast-paced, real-time environment.
Basic proficiency with spreadsheets, including Google Sheets, CSV files, and web-based platforms.
Clear, professional written communication for direct customer messaging.
Ability to consistently follow detailed procedures and data-handling requirements without taking shortcuts.

Nice To Haves

Familiarity with trading card grading, breaking, or consignment operations.

Responsibilities

Identify completed breaks and scan eligible hits—including case hits, autographs, and serial-numbered cards /50 or lower—into correctly named Haystack stacks.
Download live Fanatics and Whatnot break data, upload it to the WeTheHobby dashboard, and prepare it for import using established naming conventions.
Remove customer personal information from break data before importing it into Haystack, in accordance with the data privacy protocol.
Import each break into Haystack, locate the newly created break, and bind it to the corresponding scanned stack.
Validate card ownership, identification, trades, and gifts against the internal breaking spreadsheet and Haystack AI results before publishing.
Complete a final quality check and publish each break immediately after completion, repeating the process for every break during the stream.
Export the list of customers whose cards were scanned after each show and maintain accurate outreach tracking records.
Message customers through Fanatics or Whatnot direct messages to tell them their hits are ready to view in Haystack, using the approved template.
Apply outreach frequency rules so customers do not receive more than the approved number of messages.
Follow the Real-Time Haystack Break Scanning SOP for every break without deviating from required steps.
Complete the Pre-Publish Quality Control Checklist before publishing each break.
Maintain accuracy and consistency in file handling, stack naming, and card identification across a high volume of breaks.
Identify and escalate discrepancies, errors, or process issues to the Grading & Consignment Manager or Assistant Manager.