Operations Coordinator

Gegan | B Corp™ Certified; United Kingdom; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

30 days holiday per year

Pension

Career progression

Training on our systems

Job summary

Gegan Environmental Management, based in Warwickshire and a B Corp-certified waste and resource management specialist, seeks an Operations Coordinator to keep daily service running smoothly. You will book, deliver and document jobs, manage subcontractors, and ensure consistent standards across operations.

You will be the first point of contact for customers and suppliers, helping build structured processes to support growth while maintaining high service levels.

Qualifications

• Experience in an operations, logistics, customer service or administration role.
• Excellent organisation with the ability to juggle many jobs and deadlines.
• Clear, confident communication by phone and email.
• Strong attention to detail, especially with paperwork and data.
• Good IT skills, including Microsoft Outlook, Excel and Word.
• A proactive, problem-solving attitude and the ability to work on your own initiative.
• Full UK driving licence ( Hatton office is best reached by car).
• Experience in the waste management sector is preferred but not essential.
• Knowledge of Duty of Care, waste transfer notes and hazardous waste rules.
• Experience with Waste Logics, HubSpot, Xero or similar systems.

Responsibilities

• Book, schedule and track collections, deliveries, exchanges and one-off jobs with our subcontractor network.
• Log every job accurately in our job management system.
• Monitor service delivery each day and resolve missed collections, delays and access issues quickly.
• Chase subcontractors for confirmations, weighbridge tickets, photos and proof of service.
• Act as the first point of contact for customer queries by phone and through shared mailboxes.
• Respond to requests promptly and professionally, escalating complex or commercial issues to the right person.
• Keep customer records and site details up to date in HubSpot.
• Onboard new customers and suppliers before any work starts, including credit checks through Creditsafe.
• Maintain the subcontractor library: approvals, disposal sites, prices and site due diligence.
• Make sure no subcontractor is used until a manager or director has signed off their approval.
• Issue and file Duty of Care paperwork, waste transfer notes and hazardous waste consignment notes.
• Check that carriers' licences, permits and exemptions are valid and in date.
• Keep accurate records in SharePoint to support customer reporting and audits.
• Help prepare waste data and service reports for customers.
• Spot recurring problems and suggest better ways of working.
• Follow and help build Gegan's operating procedures.

Skills

Operations experience

Organisation

Communication

Attention to detail

MS Office

Problem-solving

Driver's license

Waste industry knowledge

Duty of Care knowledge

Waste management software

Tools

Waste Logics

HubSpot

Xero

Job description

Gegan Environmental Management is a Warwickshire-based, B Corp-certified waste and resource management company. We help large businesses, from blue-chip manufacturers to food producers and local authorities, reduce waste, increase reuse and recycling, find better outlets for their materials and cut costs.

We deliver our services through a trusted network of local service providers. Our guiding principle is simple: reduce, reuse or repurpose, then recycle or recover, handled locally wherever practical. We handle every type of waste. From general and trade waste, food waste and anaerobic digestion feedstock to water reuse and wastewater treatment, hazardous waste, tank cleaning, and waste audits and compliance reporting, we manage it all.

Purpose of the role

The Operations Coordinator keeps Gegan's day-to-day service running smoothly. You will make sure every job is booked, delivered and documented correctly, so customers get a reliable service and subcontractors are managed to a consistent standard.

You will be the first point of contact for customer and supplier queries, and a key part of building the structured processes that let the business grow without every issue landing on the leadership team.

Key responsibilities

Job and service coordination

• Book, schedule and track collections, deliveries, exchanges and one-off jobs with our subcontractor network
• Log every job accurately in our job management system
• Monitor service delivery each day and resolve missed collections, delays and access issues quickly
• Chase subcontractors for confirmations, weighbridge tickets, photos and proof of service
• Act as the first point of contact for customer queries by phone and through the shared mailboxes
• Respond to requests promptly and professionally, escalating complex or commercial issues to the right person
• Keep customer records and site details up to date in HubSpot

Supplier and subcontractor management

• Onboard new customers and suppliers before any work starts, including credit checks through Creditsafe
• Maintain the subcontractor library: approvals, disposal sites, prices and site due diligence
• Make sure no subcontractor is used until a manager or director has signed off their approval

Compliance and documentation

• Issue and file Duty of Care paperwork, waste transfer notes and hazardous waste consignment notes
• Check that carriers' licences, permits and exemptions are valid and in date
• Keep accurate records in SharePoint to support customer reporting and audits

Reporting and improvement

• Help prepare waste data and service reports for customers
• Spot recurring problems and suggest better ways of working
• Follow and help build Gegan's operating procedures

Skills and experience

• Experience in an operations, logistics, customer service or administration role
• Excellent organisation, with the ability to juggle many jobs and deadlines at once
• Clear, confident communication by phone and email
• Strong attention to detail, especially with paperwork and data
• Good IT skills, including Microsoft Outlook, Excel and Word
• A proactive, problem-solving attitude and the ability to work on your own initiative
• Full UK driving licence (the Hatton office is best reached by car)
• Experience in the waste management sector is preferred but not essential
• Knowledge of Duty of Care, waste transfer notes and hazardous waste rules
• Experience with Waste Logics, HubSpot, Xero or similar systems

What we offer

• 30 days' holiday per year in total, plus a pension
• The chance to join a growing, B Corp certified business and help shape how it runs
• Big opportunities to progress and grow with the company
• Training on our systems and on waste regulations