Office Manager & Executive Coordinator

Job Description

Job Description

Job Title : Office Manager & Executive Coordinator

Location: Maple Grove, MN (On-site)

Reports To: President

Salary Range: $70,000–$90,000 annually, DOQE

About Timesavers

Timesavers is a leading manufacturer of industrial finishing and grinding equipment serving customers across North America and worldwide. We are known for high-quality products, technical expertise, and exceptional customer service.

We are seeking an experienced, organized, and customer-focused Office Manager & Executive Coordinator to lead front-office operations, support executive leadership, and serve as a central coordination hub for customer-facing activities and cross-functional operations. In this highly visible role, you will drive exceptional customer experiences, coordinate executive operations, support capital equipment sales administration and key business processes including billing, and ensure the office runs smoothly and professionally.

This is more than an administrative role -it is an opportunity to become a trusted business partner who improves processes, enhances customer satisfaction, and contributes directly to business success.

As Timesavers continues to grow, this role plays a key part in strengthening coordination across the customer experience, executive operations, and business processes.

The ideal candidate thrives in a fast-paced manufacturing environment, builds strong relationships, takes ownership, and continually seeks opportunities to improve operational efficiency and the customer experience.

Position Overview

The Office Manager & Executive Coordinator serves as the operational hub of the front-office and a trusted partner to the President and Executive Leadership Team. This role plays a critical part in shaping the customer experience, coordinating executive activities, supporting sales administration, and ensuring seamless office operations.

Based in the front-office reception area, this position serves as Timesavers' primary point of contact for scheduled customer visits, vendors, and employees while also serving as a central coordination point across multiple departments.

Success in this role means delivering exceptional customer experiences, enabling executive effectiveness, ensuring accurate and timely order and billing processes, and maintaining an organized, welcoming, and professional environment.

This role is designed to bring greater alignment, efficiency, and consistency across front-office operations, executive support, and customer interactions.

Key Responsibilities

Customer Visits, Demonstrations & Events

• 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

Executive Support

• 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

Customer Experience & Continuous Improvement

• 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

Capital Equipment Sales Administration

• 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

Billing & Administrative Operations

• 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

Qualifications

Required

• 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

Preferred

• Experience in a manufacturing, industrial, engineering, or capital equipment environment
• Experience coordinating customer visits, demonstrations, events, or executive meetings
• Familiarity with sales order processing or service operations
• Experience supporting accounting or invoicing processes
• Experience with ERP systems such as Epicor, NetSuite, Microsoft Dynamics, SAP, or similar platforms

Key Competencies

• Customer Focus
• Executive Presence
• Initiative and Ownership
• Attention to Detail
• Problem Solving
• Relationship Building
• Adaptability
• Professional Communication
• Process Improvement
• Organizational Excellence

Benefits

• 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

Our Culture

At Timesavers, our success is built upon Four Pillars that guide everything we do:

1. People - By investing in people, inspiring passion, and communicating honestly, we create an environment where individuals and the team can thrive.
2. Integrity - We do the right thing, honoring our word, and creating ethical, trust-based relationships that drive lasting success.
3. Excellence - We pursue excellence relentlessly, safeguarding our brand, and ensuring every job is done right.
4. Innovation - We encourage our team to use their expertise confidently, staying curious, and embracing change to drive growth and success.

Why Join Timesavers?

At Timesavers, you will play a central role in supporting customers, leadership, and daily operations in a collaborative, fast-paced manufacturing environment.

• Partner directly with the President and Executive Leadership Team
• Shape the customer experience frominitialvisit through order fulfillment
• Drive improvements that enhance operational efficiency and customer satisfaction
• Take ownership of highly visible, business-critical responsibilities
• Make a meaningful impact on the success of customers, employees, and the business

If you enjoy creating exceptional customer experiences, improving processes, and serving as a trusted business partner within a growing organization, we would love to hear from you.