Job Description

QXO 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. For more information, visit QXO.com.

The Administrative Assistant provides day-to-day administrative and organizational support to ensure efficient branch operations. This role maintains business records, organizes invoices and receiving documentation, coordinates company events and meetings, orders supplies and merchandise, and assists branch employees with a variety of administrative needs.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple priorities in a fast-paced environment. Strong communication, problem-solving, and Microsoft Office skills are important for success in this role.

Administrative Support

• Provide general administrative support to Branch, Operations, Sales, and other team members as needed
• Organize, maintain, and file business records and documentation
• Assist with correspondence, data entry, document preparation, and other routine administrative activities
• Maintain organized electronic and physical filing systems
• Assist employees and management with day-to-day administrative requests
• Support special projects and other branch initiatives as assigned

Invoice and Receiving Documentation

• Organize and file invoices accurately and in accordance with company procedures
• Scan, organize, and maintain receiving reports and supporting documentation
• Ensure invoices, receiving reports, and related records are easily accessible and properly maintained
• Identify missing or incomplete documentation and follow up with the appropriate team members
• Assist with document retention and recordkeeping requirements
• Support Accounting, Purchasing, Receiving, and Operations with documentation requests as needed

Event and Meeting Coordination

• Assist with planning and coordinating company events, meetings, employee activities, and branch functions
• Coordinate company lunches and other employee events
• Assist with scheduling, ordering, setup, and other event logistics
• Communicate event information and details to employees as appropriate
• Help ensure company events and activities are organized and executed effectively

Purchasing and Office Support

• Order office supplies, operational items, and other materials needed to support the branch
• Coordinate ordering of company merchandise and employee items
• Monitor routine supply needs and replenish materials as necessary
• Maintain organized supply and merchandise storage areas
• Coordinate with vendors or internal partners regarding orders and deliveries when needed

Branch Support

• Assist branch personnel with administrative tasks and special requests
• Provide support during high-volume periods or when additional administrative assistance is needed
• Help maintain an organized, professional, and welcoming office environment
• Communicate effectively with employees, customers, vendors, and other internal and external partners
• Identify opportunities to improve administrative organization and efficiency
• Maintain confidentiality of company, employee, customer, and business information
• Perform additional duties as assigned

• Excellent organizational skills and strong attention to detail
• Strong verbal and written communication skills
• Ability to manage multiple priorities and deadlines
• Strong problem-solving abilities
• Ability to work independently and take initiative
• Professional and customer-focused approach
• Strong data-entry and document-management skills
• Ability to remain organized and accurate in a fast-paced environment
• Dependable attendance and strong work ethic
• Ability to collaborate effectively with employees across multiple departments

Required Qualifications

• High school diploma or equivalent required
• Previous administrative assistant, office support, clerical, or related experience
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Strong computer and general office-equipment skills

Preferred Qualifications

• Previous experience within wholesale building materials, construction supply, distribution, or a related industry preferred
• Experience supporting a branch, warehouse, distribution, or operations environment is a plus
• Experience maintaining invoices, receiving documentation, or other business records preferred
• Previous event or meeting coordination experience is a plus
• Bilingual communication skills are a plus

Work Environment and Requirements

• Work is performed primarily in an office environment within a branch or distribution facility
• Frequent computer, telephone, data-entry, and administrative work throughout the workday
• Ability to sit for extended periods
• Occasional standing, walking, bending, reaching, and movement throughout the branch may be required
• Occasional visits to warehouse or operational areas may be required
• Required PPE must be worn when entering designated operational areas
• Work schedule may be full-time or part-time depending on business needs
• Flexibility in scheduled days and hours may be required based on branch activities, meetings, events, or workload

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.

To comply with Pay Transparency laws, employers must disclose an annual salary range. Actual offers depend on factors such as location, experience, skills, and market data. This position may also offer variable compensation. 

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