Administrative Assistant
About the role
The Administrative Assistant will confirm a large volume of vendor shipment invoices to bill customers, process vendor acknowledgments for purchase orders placed to ensure all information is accurate, expedite purchase orders per documented process, and refer incoming calls to appropriate personnel. This position provides administrative support to various levels of management and assists with event coordination, sales and marketing support, onboarding, and customer/vendor management.
Responsibilities
- Confirm and bill vendor shipment invoices
- Process vendor acknowledgments for purchase orders
- Expeditiously handle purchase orders as requested by Customer Service Representatives
- Operate telephone equipment and refer incoming calls to appropriate personnel
- Open and disperse incoming mail
- Order office supplies, groceries, and meals for meetings
- Keep kitchen, conference room, and training room clean and organized
- Absorb and assist employees with basic IT issues
- Coordinate travel arrangements for employees, especially the sales team and guests
- Support event logistics for trade shows, DXP University, customer/vendor/company events, and internal sales meetings
- Prepare and manage meeting notes
- Order and track company gear (hats, shirts, promo items)
- Coordinate with Operations Manager on cost allocation by branch
- Assist in editing and ordering Line Cards with Red Mallard, Hennesy President, and VP of Sales
- Organize vendor literature across branches; ensure up-to-date materials
- Help the sales team with PowerPoint presentations and manage a shared presentation database
- Prepare desks and supplies for new hires
- Order phones, laptops, and business cards
- Sign up Account Executives and Service Technicians for training
- Prepare expense reports for Service Sales
- Manage utility bills for the Hennesy office
- Communicate with vendors regarding payment statuses
- Upload invoices to Coupa and verify PO accuracy in P21
- Track freight charges and ensure proper billing in P21
- Aid in collections by working with the AP team and following up with customers
- Set up and maintain records for new vendors and customers
- Maintain master vendor and customer lists
- Follow up on customer sales tax documentation with CSR team
- Prepare and print customer invoices from P21 for job files
- File documents as needed
Requirements
- Positive attitude, good cheer, proactive, and ability to put 'team' first
- Outgoing, enjoys interacting with people
- Comfortable with Excel, Word – prior experience with P21 ERP desired, but not required
- Excellent written and verbal communication skills
- Flexibility and desire to take on additional responsibilities
- Ability to multi-task while maintaining attention to detail and deadlines
- Problem-solving, analytical skills, and attention to detail
- Strong desire to learn, pitch in, and grow with the company
Skills
- Positive attitude, good cheer, proactive, and ability to put 'team' first
- Outgoing, enjoys interacting with people
- Comfortable with Excel, Word – prior experience with P21 ERP desired, but not required
- Excellent written and verbal communication skills
- Flexibility and desire to take on additional responsibilities
- Ability to multi-task while maintaining attention to detail and deadlines
- Problem-solving, analytical skills, and attention to detail
- Strong desire to learn, pitch in, and grow with the company
Benefits
DXP offers a comprehensive benefits package for full-time regular employees, including medical, dental, vision, flexible spending account, paid holidays, life and disability insurance, and additional supplemental benefits. All employees are eligible to participate in the 401(k) plan. Salary is commensurate with experience.
Pay
Salary is commensurate with experience.
Schedule
Monday-Friday, 8:00 a.m.-5:00 p.m.