Sales & Operations Coordinator

Swaploader USA, Ltd.; Des Moines (IA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401k Options

Paid Time Off

Tuition Reimbursement

10 Paid Holidays

Employee Assistance Program

Job summary

SwapLoader is seeking a Sales & Operations Coordinator to drive the quote-to-order process, coordinating with Sales, Engineering and Manufacturing to ensure accurate, timely customer orders at our Des Moines, IA headquarters.

The role emphasizes data integrity, cross-functional collaboration, and continuous improvement, with a 100% onsite arrangement and a strong focus on customer satisfaction and process optimization.

Qualifications

• High school diploma or equivalent required.
• 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.

Responsibilities

• Order Management & Execution: process and validate orders, coordinate with Sales, Engineering, and Manufacturing, identify risks, and communicate status.
• Administration & Customer Support: manage inquiries, support regional sales managers, update reports on sales activity and production tracking.
• Process Improvement & Operational Support: identify inefficiencies, support SOP development, track KPIs, and improve data quality across systems.

Skills

Attention to detail

Ownership

Communication

Adaptability

Team collaboration

Education

High school diploma

Tools

Excel

CRM/ERP systems

Job description

We believe in rising to a challenge, creating a vision, and providing a solution. We believe in dedication, hard work, and a job well done. We believe in superior service, strong relationships and building lasting impressions. Who are we? We areSwapLoader.

SwapLoader is committed to offering the finest Hook-lift Hoist System in the industry, resulting in maximum return on investment for the customer. We do this by engineering, designing, manufacturing, supplying, and servicing hook lift products for the vocational truck industry. Our Core Values represent the way we expect to do business with our customers and interact with those people around us in the business community. At SwapLoader, our core values are at the very heart of who we are and what we believe. Quality. Partnership. Ownership. Being Relentless. These 4 Core Values describe very high standards of professional behavior that all SwapLoader employees must seek to achieve.

Purpose

Under 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 Responsibilities

Order 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 elevate.
• 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 Demands

Light 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.

• Medical, Dental, and Vision Insurance
• Flexible Spending Account
• Health Savings Account
• Life and AD&D Insurance
• 401k Options
• Paid Time Off (PTO)
• Tuition Reimbursement
• 10 Paid Holidays
• Employee Assistance Program (EAP)

SwapLoader Culture & Safety

Act with Integrity bydemonstratinghonesty, responsibility, trustworthiness, and respect in all actions. Strive for Quality through continuous improvement and data-driven decision-making. Embrace Innovation by being self-aware, collaborative, and curious. Deliver Super Service by creating value and consistently exceeding customer expectations.

AtSwapLoader, the health and safety of our team members, visitors, and contractors is an overriding priority andSwapLoaderis committed to promoting a safe and healthy work environment by requiring all team members toparticipatein environmental, safety, and health program activities. This includes always wearing required personal protective equipment;participatingin safety training; engaging in and supporting safety activities including reporting hazards, unsafe work practices & near misses, incidents involving property damage, and any / all injuries – no matter how minor –immediatelyto their supervisor or manager.

SwapLoader is an Equal Opportunity Employer. Qualified applicants for employment will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

The company reserves the right to modify, update, change and/or make corrections to this job description, at the sole discretion of senior leadership, at any time during the employee’s employment term, at the sole discretion of management.