Office Manager & Executive Coordinator

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…