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 neededExecutive 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 discretionCustomer 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 experienceCapital 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 documentationBilling & 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 organizationQualifications
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 judgmentPreferred
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 platformsKey Competencies
Customer FocusExecutive PresenceInitiative and OwnershipAttention to DetailProblem SolvingRelationship BuildingAdaptabilityProfessional CommunicationProcess ImprovementOrganizational ExcellenceBenefits
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 OpportunitiesOur Culture
At Timesavers, our culture is built on four core pillars that guide how we work, serve our customers, and support one another:
Customer Focus – We strive to exceed expectations by delivering exceptional products, service, and experiencesContinuous Improvement – We challenge ourselves to improve every day through innovation, problem-solving, and operational excellenceAccountability – We take ownership of our commitments, deliver results, and do what we say we will doTeamwork – We collaborate across departments, share knowledge, and support one another in achieving common goalsWhy 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 businessIf 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.
Read LessAbout the Company
Timesavers is a leading manufacturer of wood and metal finishing equipment, with over 75 years of experience in developing innovative wide belt abrasive finishing and metal fabrication machinery. Timesavers specializes in delivering advanced finishing products for woodworking, metalworking, and other manufacturers, ensuring superior performance and personalized customer support.
We are seeking a Traveling Field Service Technician who will perform the following essential functions:
Demonstrate a high level of professionalism, dedication, and passion for delivering excellent customer service.Communicate clearly, effectively, and professionally with customers, management, and colleagues.Install, troubleshoot, and repair machines being resourceful and using mechanical and analytical thinking to make manual diagnostics to identify and find solutions when standard procedures or tools aren’t available.Use electrical knowledge of high and low voltage.Provide on-site customer training on proper machine usage and maintenance.Accurately complete service reports detailing work performed, hours worked, travel time, expenses, and machine condition.Obtain customer signatures on completed reports and submit all documentation promptly upon job completion.Submit all service reports, timesheets and expense reports in a timely manner.Communicate daily with the Service Scheduler and/or Manager regarding work progress, schedule updates, and customer concerns.Respond proactively and independently to changes in schedule or customer needs.Perform other duties as assigned in a dynamic, fast-paced environment, with flexibility for schedule changes and occasional night and weekend work.Qualifications
High School Diploma or GED.3-years minimum with machine mechanical experience.Ability to read blueprints, electrical schematics, and pneumatics.Knowledge of using test equipment (coolant, CFM, static pressure, multimeter).Proficiency with PC usage and Microsoft Office.Flexibility to travel with short notice and adapt to varied schedules.Prior experience with the installation and troubleshooting of industrial machines.Preferred Qualifications
Associate’s degree in Electronics, Industrial Mechanics, HVAC, or a related technical field.5-years minimum experience.Prior experience with the installation and troubleshooting of industrial machines.Percentage of Travel Required
80% – 100% domestic travel required.Occasional international travel may be necessary.Overtime and extended work hours into evenings or weekends may be required as needed.Physical Demands
Frequent talking, listening, walking, bending, and stooping.Regular use of hands/fingers for handling tools and controls.Ability to lift and carry up to 75lbs unassisted.Ability to sit, lift, and move items occasionally with or without assistance.Visual requirements: close vision, distance vision, and ability to adjust focus.Ability to learn new skills and retain detailed information.Additional Eligibility Requirements
Must possess a valid driver’s license and clean driving record.Must be able to pass background check and drug screening as required.Benefits
401(k)401(k) matchingDental insuranceHealth insuranceLife insurancePaid time offVision insuranceEEO Statement
InCompass LLC and its subsidiaries (Bourn & Koch LLC, Clausing Industrial LLC, DuBois Equipment Company LLC, Midwest Automation LLC, and Timesavers LLC) provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, creed, ancestry, sexual or affectional orientation, marital or veteran status, color, religion, sex, national origin, age, disability, genetics, status with regard to public assistance or any characteristic protected under federal, state or local law.
Read LessAbout Company:
Newman Machine Company, LLC is a 100+ year old company providing industrial woodworking machinery, parts and field service to woodworking industries around the world. Our years of experience give us the ability to design high quality and durable machines to meet each customer’s needs. We consider teamwork and safety crucial to a good working environment where we strive for new ideas to be competitive and better serve our customers.
About the Role:
This roll involves preparing knives for brazing(high temp soldering). The individual will be working with paint, flux.
Minimum Qualifications:
High school diploma or equivalent.Able to do basic math.Must have a valid driver's license.Responsibilities:
Prepping knives to be brazed.Must be able to work in a fast-paced environment while maintaining quality control.Be able to lift 50-75 lbs non-continuous.Must be able to sit for long periods of time.Additional Notes:
Candidate must be able to lift 50-75 pounds non-continuous. Must be able to work as a team or individually. Must be able to work at a high speed pace. Schedule is Monday-Thursday from 7-12.Must be at least 18 years old. Read Less