Administrative Assistant

Associate, Operations SupportQXO 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.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 SupportSupport daily production operations through scheduling, documentation, and cross-functional coordinationCoordinate production confirmation schedules with builders and internal teamsWork with builders and Order Entry to confirm production requirements and maintain an efficient production schedulePrint, organize, and distribute production labels and related documentationOrganize production jobs in the appropriate sequence based on established schedules and prioritiesMonitor production-related information for accuracy and communicate discrepancies or changes to appropriate team membersHelp ensure Production teams have the documentation and information needed to complete scheduled workMaintain organized production records and supporting documentationShipping SupportProvide backup support to the Shipping department based on staffing and operational needsAssist with routing trucks and coordinating delivery requirementsCreate and process backorders when requiredAssist with invoicing and shipping-related documentationWork with builders, Field Managers, Order Entry, and other internal teams to resolve shipping discrepanciesHelp coordinate solutions that support complete and on-time customer deliveriesUpload shipping paperwork, delivery documentation, and delivery photos into company systemsMaintain accurate and organized shipping recordsCommunicate shipping issues or delivery concerns promptly to the appropriate teamsReceiving SupportProvide backup support to the Receiving department based on staffing and operational needsReceive incoming deliveries within company systemsAssist with maintaining accurate receiving records and documentationIdentify receiving discrepancies and communicate them to Inventory Control, Receiving, Purchasing, and other appropriate teamsHelp ensure incoming material information is processed accurately and efficientlySupport resolution of quantity, documentation, or inventory discrepancies associated with incoming deliveriesCross Functional CoordinationServe as a communication link between Production, Shipping, Receiving, Inventory Control, Purchasing, Order Entry, builders, and other operational partnersCommunicate schedule changes, discrepancies, and operational needs clearly and promptlyFollow up on outstanding issues to support timely resolutionHelp maintain accurate information across operational systems and documentationPrioritize tasks based on production schedules, customer commitments, and operational requirementsProvide additional administrative and operational support as business needs requireDocumentation and SystemsEnter, maintain, upload, and organize operational information within company systemsMaintain accurate electronic records for production, shipping, receiving, and delivery activitiesPrepare and organize spreadsheets, documents, labels, reports, and other operational materialsUtilize Microsoft Office applications and company systems to support daily operationsMaintain organized electronic and physical filesEnsure information is processed accurately and within required timelinesPerform additional duties and projects as assignedWhat you'll bring:Strong attention to detail and commitment to accuracyExcellent organizational and time-management skillsAbility to manage multiple priorities in a fast-paced operational environmentStrong written and verbal communication skillsAbility to communicate effectively across multiple departments and teamsStrong computer and data-entry skillsAbility to identify discrepancies and coordinate appropriate follow-upAbility to work independently while contributing effectively within a teamDependable and adaptable approach to changing operational needsCustomer-focused mindset with a strong sense of urgency and follow-throughPreferred QualificationsHigh school diploma or equivalent preferredPrevious experience in operations support, production administration, shipping, receiving, order processing, or a related environment preferredExperience within building materials, manufacturing, distribution, construction supply, or a related industry is a plusProficiency with Microsoft Office applications, including Excel, Word, and PowerPointExperience with BisTrack or similar ERP/business management software preferred but not requiredFamiliarity with production scheduling, shipping documentation, invoicing, receiving, or inventory processes is a plusWork Environment and RequirementsWork is performed primarily in an on-site office environment supporting a production facilityFrequent interaction with Production, Shipping, Receiving, Inventory Control, Purchasing, Order Entry, and other operational teamsRegular computer, telephone, data-entry, and administrative work throughout the workdayAbility to sit and work at a computer for extended periodsOccasional movement throughout production, shipping, receiving, or warehouse areas may be requiredRequired PPE must be worn when entering designated operational areasSchedule may vary based on plant and operational needsPosition may work up to 40 hours per week, generally Monday through FridayWhat you'll earnHealth Care Benefits401(k) with Employer MatchPaid Time OffBenefits 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.