SwapLoader - Sales & Operations Coordinator

EFCO Corp.; Des Moines (IA); On-site; USD 52,000 - 68,000; Full time

Job summary

EFCO Corp. in Des Moines, IA is seeking a Sales & Operations Coordinator to manage the quote-to-order process, ensuring accuracy, timeliness, and cross-functional alignment among Sales, Engineering, Manufacturing, and customers.

This role emphasizes attention to detail, proactive problem solving, and the ability to improve workflows while supporting regional teams and maintaining accurate data across CRM/ERP systems.

Qualifications

• High school diploma or equivalent required.
• 3–5+ years in administrative, order management, customer service, or operations support roles.
• Experience handling complex, multi-system processes and cross-functional coordination is preferred.
• Proficiency with Excel and CRM/ERP systems is strongly preferred.

Responsibilities

• Process and validate orders with accuracy and resolve missing or conflicting information.
• Coordinate with Sales, Engineering, and Manufacturing to clarify requirements before order release.
• Identify risks to order accuracy or lead times and take appropriate action.
• Maintain documentation across systems and communicate order status to stakeholders.
• Support reporting on sales activity, order status, and production Tracking.
• Assist in process improvements and development of procedures and KPIs.
• Support data quality improvements across CRM/ERP platforms.

Skills

Attention to detail

Cross-functional coordination

Communication

Ownership

Adaptability

Collaboration

Education

High school diploma or equivalent

Tools

Microsoft Excel

CRM/ERP systems

Job description

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

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 escalation.
• 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 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.