Operations Coordinator, AI & Sales Operations

TOPO DESIGNS LLC•Denver, CO

10d•$26 - $31•Hybrid

About The Position

Topo Designs is seeking an organized, tech-curious Operations Coordinator who uses AI regularly and wants to build workflows with Claude. The role is split approximately equally between developing and improving AI-assisted sales and operations workflows and completing the underlying sales operations work while automations are being built. As skills go live, the role shifts toward building and improving workflows. The position reports to the Operations Manager and works day to day with the Sales Ops Manager. The coordinator will help build, test, and operate Claude skills for sales operations, validate outputs against real orders and item data, document errors, maintain an automation tracker, and create the SOPs, templates, and checklists that support the workflows. They will also handle order entry and release, customer and vendor records, client communications, stock and sell-through reporting, seasonal item setup, decoration coordination, and general operations support. The position is based in Denver with a hybrid schedule and regular in-office time.

Requirements

1–3 years of experience in operations, sales support, order management, or a similar administrative role.
Daily, practical use of Claude or a similar AI assistant, with examples of tasks accelerated; the company works in Claude.
Strong spreadsheet skills in Google Sheets or Excel, including lookups, pivots, and cleaning data.
High attention to detail with orders, numbers, and customer data.
Clear written communication and comfort asking questions early.
Based in or near Denver, with regular in-office time.

Nice To Haves

An associate's or bachelor's degree; equivalent experience is welcome.
Experience with NetSuite, Shopify, EDI, or SPS Commerce.
Exposure to automation tools such as Zapier, Make, n8n, Parabola, or Celigo, or to writing prompts and simple scripts.
Wholesale, apparel, or outdoor industry background.

Responsibilities

Help build and test Claude skills on the sales operations automation roadmap, including a product data pack builder, order import builder, daily order exceptions sweep, weekly sell-through report, stock-availability file builder, and corporate inbox triage.
Test each skill with real orders and item data before launch and log errors.
Maintain the automation tracker, including task status, skill coverage, and time saved.
Write and update SOPs, templates, and checklists, including retailer upload templates, master data files, and order forms.
Run live skills on schedule, review outputs before anything is imported or sent, and flag failures.
Train teammates on new workflows and collect feedback.
Release corporate orders daily and enter wholesale, corporate, and international orders in NetSuite, including third-party shipping details.
Create and maintain customer records, client prepayments, and vendor setup paperwork.
Send stock-availability replies and shipment tracking information to corporate clients.
Flag at-risk orders, including EDI orders that did not arrive, allocation gaps, and orders past the 3PL ship deadline.
Prepare weekly stock-availability uploads for marketplace and retail partners and the weekly sell-through report.
Complete seasonal item setup, product upload forms, and master data files; retrieve product imagery for clients.
Coordinate decoration orders with embroidery partners and handle sales sample requests.
Back up the Sales Ops Manager on EDI, available-to-sell lists, and dealer services.
Assist with shipping documents, tracking updates, and chargeback research.
Pull data and build simple reports for the operations and finance teams.