Timesavers, LLC

Administrative Assistant

• Plan and coordinate customer visits, machine demonstrations, factory tours, training sessions, and partner meetings
• Develop agendas and coordinate schedules with Sales, Engineering, Applications, Service, and Executive Leadership
• Host visitors and manage meeting logistics, catering, refreshments, travel recommendations, lodging, and communications
• Support trade shows, customer events, and company meetings
• 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
• Champion customer-first practices and improve customer interactions, communication processes, and service delivery
• Develop and implement administrative procedures that improve efficiency
• Enter and maintain capital equipment sales orders in Infor XA and Salesforce
• Verify pricing, configurations, shipping requirements, terms, and customer information
• Partner with Sales, Engineering, Production, and Accounting to process orders
• Monitor order status and communicate updates to internal teams and customers
• Prepare 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
• Manage mail, packages, office communications, supplies, vendor relationships, and front-office organization

Office Manager – Executive Coordinator