Office Manager – Executive Coordinator

Timesavers, LLC

Office Manager & Executive Coordinator leading front-office operations at Timesavers, a manufacturer of industrial equipment. Coordinating customer experiences, executive operations, and business processes effectively.

Posted 7/8/2026full-timeMaple Grove • Minnesota • 🇺🇸 United StatesMid-LevelSenior💰 $70,000 - $90,000 per yearWebsite

Tech Stack

Tools & technologies

ERP

About the role

Key responsibilities & impact

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

Requirements

What you’ll need

5+ years of experience in office management, executive administration, customer service, or business operations
Experience supporting senior leaders or executives
Experience with ERP systems, order entry, invoicing, or related business processes
Strong organizational and project coordination skills with the ability to manage multiple priorities
Exceptional and proactive verbal and written communication skills
Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, and SharePoint)
Professional presence with a strong customer-service orientation
Ability to maintain confidentiality and exercise sound judgment

Benefits

Comp & perks

Medical, Dental, and Vision Insurance
Health Savings Account (HSA) and Flexible Spending Account (FSA) options
401(k) with Company Match
Company-Paid Life Insurance and Disability Coverage
Paid Time Off and Paid Holidays
Employee Assistance Program (EAP)
Professional Development and Training Opportunities

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Order EntryInvoicingMeeting Logistics ManagementDocument PreparationProcess Improvement

Soft Skills

Verbal CommunicationWritten CommunicationOrganizational SkillsCustomer-Service OrientationConfidentiality