Administrative Assistant

Administrative Assistant

The Administrative Assistant will confirm a large volume of vendor shipment invoices to bill customers, processing vendor acknowledgements for purchase orders placed to ensure all information is accurate, following written process control, expediting purchase orders per documented process and of request of Customer Service Reps, operating telephone equipment and referring incoming calls to appropriate personnel, opening and dispersing of incoming mail.

General Support

• Reports to the Operations Manager
• Provides administrative support to the Operations Manager, VP of Operations, President, and VP of Sales
• Greets visitors and answers incoming calls
• Processes incoming mail
• Orders office supplies, groceries, and meals for meetings (DXP PHX and Hennesy offices)
• Keeps kitchen, conference room, and training room clean and organized
• Assists employees with basic IT issues
• Coordinates travel arrangements for employees, especially the sales team and guests

Event & Meeting Coordination

• Supports trade show logistics:
• Register booths/badges with Sales & Marketing Coordinator
• Book flights, hotels, and rental cars
• Coordinate marketing materials (banners, giveaways, etc.)
• Assists with event planning:
• DXP University, customer/vendor/company events
• Scheduling, catering, AV equipment, registration, and itineraries
• Coordinates internal sales meetings:
• Catering, hotel and restaurant reservations, room setup, travel bookings
• Takes meeting notes when needed

Sales & Marketing Support

• Orders and tracks company gear (hats, shirts, promo items)
• Coordinates with Operations Manager on cost allocation by branch
• Assists in editing and ordering Line Cards with Red Mallard, Hennesy President, and VP of Sales
• Organizes vendor literature across branches; ensures up-to-date materials
• Helps the sales team with PowerPoint presentations and manages a shared presentation database

Onboarding & Office Setup

• Prepares desks and supplies for new hires
• Orders phones, laptops, and business cards
• Signs up Account Executives and Service Technicians for training

Administrative & Financial Tasks

• Prepares expense reports for Service Sales
• Manages utility bills for the Hennesy office
• Communicates with vendors regarding payment statuses
• Uploads invoices to Coupa and verifies PO accuracy in P21
• Tracks freight charges and ensures proper billing in P21
• Assists with collections by working with the AP team and following up with customers

Customer & Vendor Management

• Sets up and maintains records for new vendors and customers
• Maintains master vendor and customer lists
• Follows up on customer sales tax documentation with CSR team

Reporting & Filing

• Maintains reports:
• Shop Employee Billable/Unbillable Report
• Weekly Pentair Backlog Report (emailed to Hennesy sales team)
• Prints customer invoices from P21 for job files
• Files documents as needed

The Administrative Assistant should have the following skills and meet the following 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

Location: USA:AZ:Phoenix

DXP offers a comprehensive benefits package for full-time regular employees, normally working a minimum of 30 hours per week, 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. Except where prohibited by state law, all offers of employment are contingent upon successfully passing a drug test. DXP is an equal opportunity employer and participates in E-Verify. EOE/M/F/D/V.