Office Manager - Executive Coordinator

Responsibilities 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 Qualifications 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 #J-18808-Ljbffr