Office Manager – Executive Coordinator

Jobtailor; Maple Grove (MN); On-site; USD 65,000 - 95,000; Full time

Job summary

Jobtailor seeks an experienced Office Manager / Executive Assistant to support senior leaders and keep company operations running smoothly in Maple Grove, MN. You will coordinate calendars, travel, meetings, invoicing, and office logistics, ensuring a professional and welcoming environment.

The role requires strong organizational skills, ERP exposure, and a proactive, confidential approach to handling sensitive information, with emphasis on customer service and cross‑functional collaboration

Qualifications

• 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.

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.

Skills

Office management

Executive support

ERP systems

Calendar management

Customer service orientation

Job description

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

Qualifications

• 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