Administrative Assistant

Job Description

Job Description

Job Description: Administrative Assistant

Company: Rectangles Rugs

Location: Traverse City, MI

Job Type: Part-Time with full time potential (Every other Saturday Required)

About Rectangles Rugs

Rectangles Rugs, an “area rugs only” retail store, is a prime destination for fine and fun rugs located in the heart of Traverse City, MI. We work with over 45 different manufacturers and suppliers and are a delightful resource for area rugs of every style, size and construction. From small rag rugs to stunning, one-of-a-kind, hand-knotted room size rugs from countries like Turkey, Afghanistan and Nepal, we truly help people transform houses into homes. As we look for an energetic, detail oriented administrative assistant to join our team and help organize our operations, we like to say: “When you find the perfect rug, you give your home a loving hug.”

Position Overview

Our Administrative Assistant serves as the backbone of our showroom. You will handle daily administrative tasks, assist with customer inquiries, manage incoming inventory data, support the management team and may occasionally greet/inform customers when they come in if the sales team is working with other customers. The ideal candidate is a master multi-tasker with excellent communication skills and a welcoming personality.

Key Responsibilities

• Customer Support & Reception: Greet showroom visitors, answer phone calls, respond to email inquiries, and provide basic product information to clients.

• Office Coordination: Maintain office supplies and samples checkout log, process weekly rug pad inventory order, call customers with rug delivery updates, handle incoming/outgoing mail, and ensure the showroom and office space remain clean and organized.

• Order & Inventory Data Entry: Assist in tracking customer orders, updating inventory systems, and coordinating with delivery/shipping partners.

• Scheduling & Calendar Management: Schedule customer consultations, coordinate vendor meetings, and manage the team calendar.

• Billing Assistance: Help prepare basic invoices, process customer payments, and organize receipts for the accounting team.

Qualifications

• Experience: 1–2 years of experience in an administrative, clerical, or customer-facing retail role preferred.

• Tech Skills: Proficiency with Microsoft Office Suite and Google Workspace. Experience with POS (Point of Sale) systems or QuickBooks is a major plus.

• Communication: Strong verbal and written communication skills with a friendly, professional demeanor.

• Organization: Sharp attention to detail with the ability to prioritize tasks in a busy retail/office environment.

• Local Knowledge: Familiarity with the Traverse City area and community is a plus.

• Ability to lift 25 -40+lbs is also required

Benefits & Perks

• Competitive hourly wage (commensurate with experience).

• Employee discounts on all Rectangles Rugs products.

• Flexible with personal life and time away as needed

• Paid National Holidays

• A supportive, creative and collaborative team culture in the heart of Northern Michigan.