Administrative / Executive Assistant
Company: Retail Data Systems (RDS) – North Central Branch Location: Kalamazoo/Portage, Michigan (fully on-site, Monday–Friday) Reports To: Branch Executive Employment Type: Full-Time
About Us
Retail Data Systems is a leading provider of point-of-sale technology and services for the grocery and hospitality industries. Our North Central branch supports retailers across the region with sales, installation, and ongoing service of mission-critical POS systems. We're a fast-moving branch operation where no two days look the same, and we're looking for a sharp, dependable Administrative/Executive Assistant to keep the engine running.
Position Summary
The Administrative/Executive Assistant provides direct support to the Branch Executive and branch team, handling the day-to-day administrative operations that keep our sales and service organization moving. This is a hands-on, high-trust role for someone who is organized, proactive, and comfortable juggling multiple priorities — from processing vendor orders and reconciling commission sheets to booking travel and following up with customers. You'll be the operational backbone of the branch.
Key Responsibilities
Purchasing & Vendor Management
- Place and track orders with hardware and software vendors; confirm accurate fulfillment, pricing, and delivery timelines
- Hold vendors accountable for order accuracy, missing items, RMAs, credits, and dispute resolution — following up persistently until issues are closed
- Maintain vendor contact records and escalate recurring problems to branch leadership
Financial & Payroll Support
- Assist with payroll processing and related recordkeeping for branch personnel
- Build, maintain, and reconcile sales commission sheets on a recurring schedule, ensuring accuracy against orders, invoices, and payment records
- Support expense tracking, invoicing follow-up, and accounts receivable/aging report review
Inventory & Logistics
- Assist with inventory management, including receiving, tracking, cycle counts, and reconciliation of branch stock
- Coordinate shipping and logistics for equipment moving between the branch, customers, and technicians
Executive & Office Support
- Book and manage travel arrangements (flights, hotels, rentals) for the Branch Executive and team members
- Take clear, organized notes during meetings and calls; distribute action items and follow up on open tasks
- Answer and route incoming phone calls when available; take accurate messages and ensure timely follow-up
- Serve as a liaison with the corporate office — following up on outstanding requests, paperwork, approvals, and reporting deadlines
- Handle general administrative tasks including filing, document preparation, correspondence, scheduling, and office supply management
Customer & Sales Support
- Follow up with customers on open orders, service requests, quotes, and outstanding items
- Support the sales team with documentation, order paperwork, and customer communications
Qualifications
Required
- 2+ years of experience in an administrative, executive assistant, office coordinator, or similar support role
- Strong proficiency with spreadsheets (Excel and/or Google Sheets), email, and standard office software
- Excellent organizational skills and attention to detail — especially with numbers, orders, and financial records
- Professional written and verbal communication skills; comfortable on the phone with customers, vendors, and corporate contacts
- Demonstrated ability to follow up persistently and see tasks through to completion without reminders
- Ability to handle confidential information (payroll, commissions, personnel matters) with discretion
- Must be based in the Kalamazoo/Portage area and able to work on-site at the branch office every business day
Preferred
- Experience supporting a sales organization, distributor, or technology/service business
- Familiarity with payroll processing, commissions, or bookkeeping
- Experience with inventory or order management systems
- Experience working with vendors and resolving order disputes or chargebacks
What Success Looks Like
- Orders go out correctly and vendors deliver what was promised — and when they don't, you catch it and fix it
- Commission sheets are accurate, on time, and trusted by the sales team
- The Branch Executive never has to chase down travel details, meeting notes, or corporate paperwork
- Customers and vendors get timely follow-up, every time
- The office runs smoothly whether leadership is in the building or on the road
Compensation & Benefits
- $22.00 – $24.00 per hour, commensurate with experience
- (Insert benefits: health insurance, PTO, 401(k), etc.)
How to Apply
Please submit your resume and a brief cover letter describing your relevant experience to (insert contact/application instructions).
Pay: $22.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
Experience:
- Administrative Support: 2 years (Preferred)
Work Location: In person
