Administrative Assistant

Dr Delphinium; Dallas (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

Dr Delphinium is seeking a detail-oriented Administrative Assistant to support the Retail and Floral Buying team and the General Manager. The role emphasizes organization, inventory control, and cross-functional coordination to ensure accurate stock and timely communications.

You will manage daily administrative tasks, track inventory across locations, assist with vendor communications, prepare reports, and help with shipping, stocking, and workflow optimization.

Qualifications

• Strong background in inventory management.
• Confidential information handling with discretion.
• Experience with vendor relations and professional communication.
• Ability to track, report and manage inventory across locations.
• Excellent organizational skills and attention to detail.
• Proficient in Excel and Google Sheets; able to analyze data.

Responsibilities

• Assist buyers in gathering, preparing, and organizing products and materials.
• Track and report inventory levels across multiple locations.
• Coordinate inventory distribution to ensure accurate stock.
• Support vendor communications via phone and email.
• Maintain organized inventory records and systems.
• Assist with stocking, replenishment, and inventory organization.
• Collaborate across departments to support daily operations.
• Ensure continuity and quality in buying processes throughout the day.
• Coordinate and process carrier shipments and labels.
• Bridge communication between General Manager and internal departments.

Skills

Inventory management

Vendor relations

Communication

Organizational skills

Tools

Microsoft Excel

Google Sheets

Microsoft Office

Job description

Description

Dr Delphinium is seeking a detail-oriented and dependable Administrative Assistant to support our Retail and Floral Buying team and General Manager. Guided by our Core Values — Connection, Celebration, Ownership, Drive, Integrity, and Creativity — this role plays a key part in maintaining continuity, quality, and organization.

This is an ideal position for someone who is highly organized, professional, team-focused, and passionate about design, product flow, and operational excellence.

Buying Department responsibilities:
Supports purchasing processes, inventory coordination, vendor communication, and cross-location distribution. This role ensures products are properly received, tracked, stocked, and allocated to meet departmental goals and deliver exceptional customer satisfaction.

General Manager Support:
Provides comprehensive administrative and operational support, including managing priorities, coordinating communication, preparing reports, tracking projects, and assisting with day-to-day business needs.

RESPONSIBILITIES

• Assist retail and floral buyers in gathering, preparing, and organizing products and materials.
• Track, monitor, and report inventory levels across multiple locations.
• Coordinate distribution of inventory to ensure accurate stock allocation.
• Support vendor communication via phone and email regarding orders, updates, and follow-up.
• Maintain organized and accurate inventory systems and records.
• Assist with stocking, replenishment, and inventory organization.
• Collaborate across departments to support daily operational needs.
• Ensure continuity and quality in buying processes throughout the day.
• Controlling events and office supply purchases.
• Coordinate and process FedEx, UPS and other carrier shipments, including preparing labels, tracking packages and resolving delivery issues.
• Provides a bridge for smooth communication between the General Manager and internal departments.

Requirements

• Strong background in inventory management
• Demonstrated ability to handle confidential and sensitive information with discretion, professionalism, and sound judgment.
• Experience with vendor relations and professional communication
• Ability to track, report, and manage inventory across multiple locations
• Strong organizational skills with high attention to detail
• Strong computer skills with proficiency in Microsoft Office and Google Workspace, particularly Microsoft Excel and Google Sheets
• Ability to create, maintain, and analyze spreadsheets; organize data; and use formulas and functions to support daily operations and reporting
• Comfortable learning new software, navigating multiple systems, and managing digital information accurately and efficiently.
• Service-focused mentality with strong verbal communication and listening skills
• Self-starter who works well independently and within a team
• Ability to lift 40-50 lbs
• Must pass a pre-employment background check and drug test
• Tobacco-free workplace; adherence to company policy required during working hours