Executive Assistant

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. 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.)* 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 #J-18808-Ljbffr