Timesavers, LLC

Administrative Assistant

• Plan and coordinate customer visits, machine demonstrations, factory tours, training sessions, and partner meetings
• Develop detailed agendas and coordinate schedules with Sales, Engineering, Applications, Service, and Executive Leadership
• Serve as the primary host for visitors, ensuring a professional and welcoming experience
• Manage all meeting logistics, including room setup, catering, refreshments, travel recommendations, lodging, and visitor communications
• Support trade shows, customer events, and company meetings as needed
• Manage calendars and scheduling for the President and Executive Leadership Team
• Coordinate travel, itineraries, lodging, transportation, and expense reporting
• Prepare meeting materials, presentations, agendas, and supporting documentation
• Attend leadership meetings, capture notes, track action items, and ensure timely follow-up
• Draft and proofread correspondence, reports, and internal communications
• Handle sensitive and confidential information with professionalism and discretion
• Champion a customer-first mindset throughout the organization
• Identify and implement improvements to customer interactions, communication processes, and service delivery
• Gather feedback from customers and internal stakeholders and recommend process improvements
• Standardize and improve processes related to customer visits, communication, and coordination
• Develop and implement administrative procedures that improve efficiency and strengthen the customer experience
• Enter and maintain capital equipment sales orders within the ERP system (Infor XA, Salesforce)
• Verify pricing, configurations, shipping requirements, terms, and customer information
• Ensure capital equipment orders are entered accurately and released in a timely manner to support production schedules and customer commitments
• Partner with Sales, Engineering, Production, and Accounting to process orders accurately and efficiently
• Monitor order status and proactively communicate updates to internal teams and customers
• Maintain accurate and organized order records and documentation
• Prepare accurate and timely invoices for parts sales and service activities
• Reconcile sales orders, work orders, shipping documentation, and billing information
• Partner with Accounting to resolve billing discrepancies and support month-end activities
• Respond to customer billing inquiries professionally and promptly
• Manage incoming and outgoing mail, packages, and office communications
• Maintain office supplies, vendor relationships, and front-office organization

Office Manager – Executive Coordinator