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