Office Manager & Executive Coordinator

InCompass•Maple Grove, MN

1d•$70,000 - $90,000•Onsite

About The Position

Timesavers is 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. 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.

Requirements

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

Nice To Haves

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

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