SwapLoader - Sales & Operations Coordinator

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

• 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.

• 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.

• 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.

• 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.

• 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…