Office Manager & Executive Coordinator in Maple Grove, Minnesota at InCompass

Job Title: 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 meetingsDevelop detailed agendas and coordinate schedules with Sales, Engineering, Applications, Service, and Executive LeadershipServe as the primary host for visitors, ensuring a professional and welcoming experienceManage all meeting logistics, including room setup, catering, refreshments, travel recommendations, lodging, and visitor communicationsSupport trade shows, customer events, and company meetings as needed

Executive Support

Manage calendars and scheduling for the President and Executive Leadership TeamCoordinate travel, itineraries, lodging, transportation, and expense reportingPrepare meeting materials, presentations, agendas, and supporting documentationAttend leadership meetings, capture notes, track action items, and ensure timely follow-upDraft and proofread correspondence, reports, and internal communicationsHandle sensitive and confidential information with professionalism and discretion

Customer Experience & Continuous Improvement

Champion a customer-first mindset throughout the organizationIdentify and implement improvements to customer interactions, communication processes, and service deliveryGather feedback from customers and internal stakeholders and recommend process improvementsStandardize and improve processes related to customer visits, communication, and coordinationDevelop 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 informationEnsure capital equipment orders are entered accurately and released in a timely manner to support production schedules and customer commitmentsPartner with Sales, Engineering, Production, and Accounting to process orders accurately and efficientlyMonitor order status and proactively communicate updates to internal teams and customersMaintain accurate and organized order records and documentation

Billing & Administrative Operations

Prepare accurate and timely invoices for parts sales and service activitiesReconcile sales orders, work orders, shipping documentation, and billing informationPartner with Accounting to resolve billing discrepancies and support month-end activitiesRespond to customer billing inquiries professionally and promptlyManage incoming and outgoing mail, packages, and office communicationsMaintain office supplies, vendor relationships, and front-office organization

Qualifications

Required

5+ years of experience in office management, executive administration, customer service, or business operationsExperience supporting senior leaders or executivesExperience with ERP systems, order entry, invoicing, or related business processesStrong organizational and project coordination skills with the ability to manage multiple prioritiesExceptional and proactive verbal and written communication skillsAdvanced proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, and SharePoint)Professional presence with a strong customer-service orientationAbility to maintain confidentiality and exercise sound judgment

Preferred

Experience in a manufacturing, industrial, engineering, or capital equipment environmentExperience coordinating customer visits, demonstrations, events, or executive meetingsFamiliarity with sales order processing or service operationsExperience supporting accounting or invoicing processesExperience with ERP systems such as Epicor, NetSuite, Microsoft Dynamics, SAP, or similar platforms

Key Competencies

Customer FocusExecutive PresenceInitiative and OwnershipAttention to DetailProblem SolvingRelationship BuildingAdaptabilityProfessional CommunicationProcess ImprovementOrganizational Excellence

Benefits

Medical, Dental, and Vision InsuranceHealth Savings Account (HSA) and Flexible Spending Account (FSA) options401(k) with Company MatchCompany-Paid Life Insurance and Disability CoveragePaid Time Off and Paid HolidaysEmployee Assistance Program (EAP)Professional Development and Training Opportunities

Our Culture

At Timesavers, our success is built upon Four Pillars that guide everything we do:

1. People - By investing in people, inspiring passion, and communicating honestly, we create an environment where individuals and the team can thrive.
2. Integrity - We do the right thing, honoring our word, and creating ethical, trust-based relationships that drive lasting success.
3. Excellence - We pursue excellence relentlessly, safeguarding our brand, and ensuring every job is done right.
4. Innovation - We encourage our team to use their expertise confidently, staying curious, and embracing change to drive growth and success.

Why Join Timesavers?

At Timesavers, you will play a central role in supporting customers, leadership, and daily operations in a collaborative, fast-paced manufacturing environment.

Partner directly with the President and Executive Leadership TeamShape the customer experience frominitialvisit through order fulfillmentDrive improvements that enhance operational efficiency and customer satisfactionTake ownership of highly visible, business-critical responsibilitiesMake a meaningful impact on the success of customers, employees, and the business

If you enjoy creating exceptional customer experiences, improving processes, and serving as a trusted business partner within a growing organization, we would love to hear from you.