Administrative Assistant

Dr Delphinium Designs + Events; Dallas (TX); On-site; USD 40,000 - 54,000; Full time

Job summary

Dr Delphinium Designs + Events is seeking a detail-oriented Administrative Assistant to support the Retail and Floral Buying team and General Manager. This role emphasizes organization, discretion, and cross-location coordination to maintain product flow and operational excellence.

The position involves helping buyers, tracking inventory, coordinating shipments, and ensuring continuity of buying processes while supporting day-to-day administrative tasks across departments.

Qualifications

• Strong background in inventory management.
• Ability to handle confidential information with discretion.
• 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.
• Proficiency in Microsoft Office and Google Workspace, especially Excel/Sheets.
• Willingness to learn new software and navigate multiple systems.
• Excellent verbal communication and listening skills.

Responsibilities

• Assist buying team with gathering, preparing, and organizing products and materials.
• Track and report inventory levels across multiple locations.
• Coordinate distribution of inventory to meet stock allocation needs.
• Manage vendor communications via phone and email.
• Maintain organized inventory systems and records.
• Assist with stocking, replenishment, and inventory organization.
• Collaborate across departments to support daily operations.
• Support continuity and quality in buying processes throughout the day.
• Coordinate and process carrier shipments (FedEx, UPS) and resolve delivery issues.
• Serve as a communication bridge between the General Manager and internal teams.

Skills

Inventory management

Discretion and professionalism

Vendor relations

Data tracking and reporting

Organizational skills

Excel and formulas

Google Sheets/Workspace

Learning new software

Communication and teamwork

Physical lift requirement (40–50 lbs)

Tools

Microsoft Office

Microsoft Excel

Google Workspace

Google Sheets

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