Administrative Assistant

Dr Delphinium Designs & Events - Dallas Florist; Dallas (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Dr Delphinium Designs & Events - Dallas Florist seeks an Administrative Assistant to support the Retail and Floral Buying teams and the General Manager. The role focuses on inventory control, vendor communications, and cross-location coordination to ensure product availability and operational continuity.

The ideal candidate is highly organized, discreet, and proficient with Excel and Google Sheets, capable of handling confidential information and supporting day-to-day business needs across

Qualifications

• Experience with inventory management and record-keeping.
• Ability to handle confidential information with discretion and integrity.
• Proven vendor relations and professional communication.
• Strong organizational skills with attention to detail.
• Proficiency with Excel and Google Sheets for data analysis.
• Ability to manage multiple locations' inventories and reporting.
• Capable of lifting 40–50 lbs and performing light warehousing tasks.
• Passing pre-employment background check and drug test; tobacco-free workplace policy.

Responsibilities

• Assist retail and floral buyers in gathering and organizing products.
• Track and report inventory levels across locations.
• Coordinate distribution of inventory for accurate stock allocation.
• Handle vendor communications via phone and email.
• Maintain organized inventory systems and records.
• Support stocking, replenishment, and inventory organization.
• Coordinate and process carrier shipments (FedEx, UPS) including labels.
• Provide a communication bridge between the GM and internal departments.
• Ensure continuity and quality in buying processes throughout the day.
• Help manage office supplies and event-related purchases.

Skills

Inventory control

Communication skills

Discretion and professionalism

Team collaboration

Data entry and reporting

Physical stamina (lift 40-50 lbs)

Tools

Microsoft Excel

Google Sheets

Google Workspace

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