Administrative Assistant

QXO is a leading distributor and installer of building products serving an $800 billion market. The company’s mission is to modernize the building products industry through advanced technology and a best-in-class customer experience. QXO is North America’s largest distributor and installer of insulation, the second-largest distributor of roofing products, the second-largest publicly traded distributor of lumber and building materials, and the largest distributor of waterproofing products. The company is targeting $50 billion in annual revenue within the decade through accretive acquisitions and organic growth. For more information, visit QXO.com.

The Associate, Operations Support provides administrative and operational support across Production, Shipping, and Receiving to help ensure materials, orders, documentation, and deliveries move efficiently through the facility. This role coordinates production schedules and documentation, communicates with builders and internal teams, and provides backup support for shipping and receiving activities as operational needs require.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while working closely with Production, Shipping, Receiving, Inventory Control, Purchasing , Order Entry, and customer-facing teams.

Production Operations Support

• Support daily production operations through scheduling, documentation, and cross-functional coordination

• Coordinate production confirmation schedules with builders and internal teams

• Work with builders and Order Entry to confirm production requirements and maintain an efficient production schedule

• Print, organize, and distribute production labels and related documentation

• Organize production jobs in the appropriate sequence based on established schedules and priorities

• Monitor production-related information for accuracy and communicate discrepancies or changes to appropriate team members

• Help ensure Production teams have the documentation and information needed to complete scheduled work

• Maintain organized production records and supporting documentation

Shipping Support

• Provide backup support to the Shipping department based on staffing and operational needs

• Assist with routing trucks and coordinating delivery requirements

• Create and process backorders when required

• Assist with invoicing and shipping-related documentation

• Work with builders, Field Managers, Order Entry, and other internal teams to resolve shipping discrepancies

• Help coordinate solutions that support complete and on-time customer deliveries

• Upload shipping paperwork, delivery documentation, and delivery photos into company systems

• Maintain accurate and organized shipping records

• Communicate shipping issues or delivery concerns promptly to the appropriate teams

Receiving Support

• Provide backup support to the Receiving department based on staffing and operational needs

• Receive incoming deliveries within company systems

• Assist with maintaining accurate receiving records and documentation

• Identify receiving discrepancies and communicate them to Inventory Control, Receiving, Purchasing , and other appropriate teams

• Help ensure incoming material information is processed accurately and efficiently

• Support resolution of quantity, documentation, or inventory discrepancies associated with incoming deliveries

Cross Functional Coordination

• Serve as a communication link between Production, Shipping, Receiving, Inventory Control, Purchasing , Order Entry, builders, and other operational partners

• Communicate schedule changes, discrepancies, and operational needs clearly and promptly

• Follow up on outstanding issues to support timely resolution

• Help maintain accurate information across operational systems and documentation

• Prioritize tasks based on production schedules, customer commitments, and operational requirements

• Provide additional administrative and operational support as business needs require

Documentation and Systems

• Enter, maintain , upload, and organize operational information within company systems

• Maintain accurate electronic records for production, shipping, receiving, and delivery activities

• Prepare and organize spreadsheets, documents, labels, reports, and other operational materials

• Utilize Microsoft Office applications and company systems to support daily operations

• Maintain organized electronic and physical files

• Ensure information is processed accurately and within required timelines

• Perform additional duties and projects as assigned

• Strong attention to detail and commitment to accuracy

• Excellent organizational and time-management skills

• Ability to manage multiple priorities in a fast-paced operational environment

• Strong written and verbal communication skills

• Ability to communicate effectively across multiple departments and teams

• Strong computer and data-entry skills

• Ability to identify discrepancies and coordinate appropriate follow-up

• Ability to work independently while contributing effectively within a team

• Dependable and adaptable approach to changing operational needs

• Customer-focused mindset with a strong sense of urgency and follow-through

Preferred Qualifications

• High school diploma or equivalent preferred

• Previous experience in operations support, production administration, shipping, receiving, order processing, or a related environment preferred

• Experience within building materials, manufacturing, distribution, construction supply, or a related industry is a plus

• Proficiency with Microsoft Office applications, including Excel, Word, and PowerPoint

• Experience with BisTrack or similar ERP/business management software preferred but not required

• Familiarity with production scheduling, shipping documentation, invoicing, receiving, or inventory processes is a plus

Work Environment and Requirements

• Work is performed primarily in an on-site office environment supporting a production facility

• Frequent interaction with Production, Shipping, Receiving, Inventory Control, Purchasing , Order Entry, and other operational teams

• Regular computer, telephone, data-entry, and administrative work throughout the workday

• Ability to sit and work at a computer for extended periods

• Occasional movement throughout production, shipping, receiving, or warehouse areas may be required

• Required PPE must be worn when entering designated operational areas

• Schedule may vary based on plant and operational needs

• Position may work up to 40 hours per week, generally Monday through Friday

• Health Care Benefits

• 401(k) with E mployer M atch

• Paid Time Off

Benefits for union‑represented roles are determined by the applicable collective bargaining agreement and may differ from standard company benefits.

QXO is an Equal Opportunity Employer. We value diversity and do not discriminate  on the basis of race, color, religion,  gender or sexual orientation , national origin, age, disability, or any other protected status.