Swaploader - Sales & Operations Coordinator

PurposeUnder limited supervision, the Sales & Operations Coordinator is responsible for executing and coordinating the quote-to-order process to ensure accuracy, completeness, and timely fulfillment of customer orders. This role serves as a critical link between Sales, Engineering, Manufacturing, and customers, requiring strong attention to detail, sound judgment, and the ability to manage complex, multi-step processes across multiple systems.

In addition to transactional execution, this role is expected to identify process gaps, support workflow improvements, and contribute to standardized procedures, performance metrics, and system capabilities. The position requires a proactive, solution-oriented mindset and a willingness to challenge inefficiencies to improve overall operational performance

Key ResponsibilitiesOrder Management & Execution (70%)

Accurately process and validate orders, ensuring completeness, consistency, and resolution of missing or conflicting information prior to processing.Coordinate with Sales, Engineering, and Manufacturing teams to clarify requirements, resolve discrepancies, and ensure alignment before order release.Exercise sound judgment in identifying risks or issues that may impact order accuracy, lead times, or customer satisfaction, and take appropriate action to resolve or escalate.Maintain accurate documentation across systems.Communicate proactively with internal and external stakeholders regarding order status and issues.

Administration & Customer Support (30%)

Manage customer and internal inquiries with timely, accurate, and professional responses.Support Regional Sales Managers and internal teams with order coordination, status updates, and issue resolution.Maintain and update reports related to sales activity, order status, and production tracking.

Process Improvement & Operational Support (Ongoing Responsibility)

Identify inefficiencies and proactively recommend and support improvements under leadership direction, including constructively challenging processes when needed.Support the development and standardization of procedures, documentation, and work instructions.Assist in the development and tracking of key performance indicators (KPIs), including accuracy, cycle time, rework, and responsiveness.Improve data quality and usability across systems, including Excel and CRM/ERP platforms.Support the transition from manual processes to CRM/ERP systems through data integrity and system improvement.

Additional duties may be assigned to meet organizational goals and priorities. Duties and responsibilities, as required by business necessity, may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing, to meet organizational goals and priorities.

Success Expectations

Maintains high levels of accuracy and data integrity across systems.Demonstrates ownership of responsibilities by identifying and contributing to process improvements.Communicates clearly and proactively with internal teams and customers.Effectively prioritizes and manages workload in a dynamic, multi-system environment.Develops a working understanding of products, systems, and cross-functional dependencies within the first 90 days.

Qualifications

Education: High school diploma or equivalent required.Experience:

3-5+ years of experience in administrative, order management, customer service, or operations support roles.Experience working with complex, multi-step processes across multiple systems.Experience with cross-functional coordination (e.g., sales, operations, manufacturing, or similar) preferred.

Computer Skills:

Proficiency in Microsoft Excel, including sorting, filtering, and basic formulas.Experience working within CRM, ERP, or MRP systems strongly preferred.Ability to learn and adapt to new systems, tools, and technologies quickly.

Other Requirements:

Strong attention to detail with a commitment to data accuracy and integrity.Ability to manage complex tasks, take ownership, and follow through on responsibilities.Strong written and verbal communication skills.Ability to accept feedback, adapt to change, and apply improvements.Ability to maintain confidentiality.Support a collaborative, accountable, and service-oriented team environment.

Core Competencies

Responsibility: Takes ownership of tasks and outcomes, ensuring work is completed accurately.Professionalism: Demonstrates reliability, accountability, and a respectful approach in all interactions.Communication: Communicates clearly and effectively, adapting to audience and situation.Adaptability: Responds effectively to changing priorities, processes, and business needs.Collaboration: Works effectively across teams to achieve shared goals.

Working Arrangement

This role will work 100% onsite at our Des Moines, IA headquarters.

Physical DemandsLight work: exerting up to 20 lbs occasionally and up to 10 lbs frequently.

To ensure a safe work environment while meeting the physical demands of the job, the employee must be able to perform the following tasks, with or without reasonable accommodation:

Physical activities include balancing, repetitive motion, stooping, sitting/standing, lifting (up to 20 lbs), walking, and climbing as required.

Requires frequent communication, concentration, and the ability to read, write, and make sound decisions.