Administrative Assistant

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