Do you want to grow with us? At DXP we are passionate about what we do and driven to be the best solution for our industrial customers. Since 1908 DXP has been dedicated to the highest quality of customer service through our expertise of the products we distribute and the technical services we perform with a sense of individual pride and company spirit. Throughout your career with DXP, we will encourage and empower you to take an active role in identifying and driving your development, so you feel total confidence in your ability to achieve ongoing success. We aspire to be the best solution for the Industrial customers'''' needs for MROP products and services through our Innovative Pumping Solutions, Metal Working, Supply Chain Services and Service Centers.
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Summary: 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
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Additional Information:
Physical Demand: Standing, sitting, kneeling and bending for filing and additional administrative tasks.
Working Conditions: Office environment.
Training/Certifications: N/A
Shift Time/Overtime: Monday-Friday, 8:00 a.m.-5:00 p.m.
Travel: N/A
Education: High School Diploma or GED required
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.