Office Manager – Executive Coordinator

Timesavers, LLC

. Plan and coordinate customer visits, machine demonstrations, factory tours, training sessions, and partner meetings .

Posted 9/17/2026full-timeMaple Grove • Minnesota • United StatesMid-LevelSenior💰 $70,000 - $90,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and project coordination skills, with advanced proficiency in Microsoft 365 and experience in managing executive schedules and customer interactions. Capable of handling sensitive information while improving administrative procedures and supporting business operations.

Highest-signal resume keywords

Office ManagementExecutive AdministrationCustomer ServiceERP Systems ExperienceProject Coordination

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Order EntryInvoicingSales Order ProcessingCapital Equipment SalesMeeting CoordinationDocument PreparationExpense ReportingBilling ReconciliationCustomer InteractionAdministrative Procedures

Soft Skills

Verbal CommunicationWritten CommunicationOrganizational SkillsCustomer-Service OrientationConfidentiality

Tools & Technologies

Microsoft 365Infor XASalesforceEpicorNetSuiteMicrosoft DynamicsSAP

Industry Keywords

ManufacturingIndustrialEngineeringCapital EquipmentBusiness Operations

Tech Stack

Tools & technologies

ERP

About the role

Key responsibilities & impact

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

Requirements

What you’ll need

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
Preferred: experience coordinating customer visits, demonstrations, events, or executive meetings
Preferred: familiarity with sales order processing or service operations
Preferred: experience supporting accounting or invoicing processes
Preferred: experience with ERP systems such as Epicor, NetSuite, Microsoft Dynamics, SAP, or similar platforms

Benefits

Comp & perks

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