Operations Specialist in Louisville, Kentucky at Wasteology Group

Operations Specialist

Location: Louisville, KY (Onsite)
Department: Revenue
Reports To: Director of Account Management

About Wasteology

Wasteology is a growth-stage waste management and sustainability solutions company helping multi-location businesses optimize waste services, reduce costs, and improve environmental performance. As we scale, we are formalizing our revenue engine to ensure disciplined, predictable growth supported by strong operational systems.

Position Summary

The Operations Specialist plays a critical role in supporting the Account Management team by ensuring client workflows, reporting, vendor coordination, and internal systems operate seamlessly.

This individual will serve as the operational backbone behind client relationships, proactively identifying inefficiencies, improving processes, and ensuring data accuracy and accountability across all managed accounts.

This is an ideal role for someone who thrives in structured environments, loves process improvement, and wants to help scale a high-growth, mission-driven company.

Key Responsibilities

Account Operations Support

• Support Account Managers in day-to-day client needs and follow-ups
• Maintain and update CRM and work order systems with accurate, real-time information
• Track service requests, vendor performance, and resolution timelines
• Troubleshooting information gaps
• Prepare client-facing reports and savings summaries
• Ensure all client documentation, contracts, and pricing files are current and organized

Vendor & Service Coordination

• Coordinate with waste haulers and service providers to resolve issues
• Track service-level agreements and ensure accountability
• Monitor billing accuracy and flag discrepancies for correction
• Assist with onboarding new client locations and service transitions

Data & Reporting

• Maintain accurate waste and cost tracking data
• Support monthly and quarterly reporting processes
• Identify cost savings opportunities through data review
• Build and improve standardized reporting templates

Process Improvement & Scaling

• Identify inefficiencies in account workflows and recommend improvements
• Help develop SOPs for account management processes
• Create internal dashboards and trackers to improve visibility
• Support automation initiatives where applicable

Qualifications

• 2–5 years of experience in operations, client services, account support, or similar role
• Strong organizational and project management skills
• High attention to detail and strong follow-through
• Experience working in CRM systems (HubSpot, Salesforce, etc.)
• Proficiency in Excel / Google Sheets (pivot tables, data tracking, reporting)
• Ability to manage multiple accounts and deadlines simultaneously
• Strong written and verbal communication skills
• Process-driven mindset with a proactive approach

Preferred:

• Experience in waste, facilities management, logistics, or sustainability industries
• Experience supporting a multi-location client portfolio
• Familiarity with billing reconciliation or vendor management

Success in This Role Looks Like

• Account Managers are freed up to focus on strategy and relationship-building
• Client data is clean, organized, and actionable
• Vendor issues are resolved quickly and proactively
• Reporting is accurate, consistent, and delivered on time
• Operational processes become more standardized and scalable
• Proactively anticipates customer needs
• Demonstrates strong strategic foresight and the ability to anticipate future challenges and opportunities.
• Delivering solutions that enhance customer experience and satisfaction.

Core Competencies

• Detail-oriented
• Systems thinker
• Problem solver
• Accountable and responsive
• Calm under pressure
• Continuous improvement mindset

Why Join Wasteology?

• Be part of a fast-growing company in the sustainability space
• Work cross-functionally and help build scalable infrastructure
• Make measurable environmental and financial impact
• Opportunity for growth as the company scales