Administrative Assistant

What you’ll do:

The Engineering Administrative Assistant provides administrative, operational, and customer support to the Engineering and Detailing Department. This role is responsible for ensuring the timely and accurate processing of project documentation, customer information, orders, and records while supporting project managers, detailing personnel, fabrication, dispatch, and customers. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.

• Provide administrative support to the Engineering and Detailing Department.
• Maintain accurate physical and electronic filing systems.
• Manage project files, records, and documentation to ensure accuracy and accessibility.
• Enter jobs and project opportunities into company systems in a timely manner.
• Maintain customer records and supporting documentation as required.
• Support department reporting and administrative functions as assigned.

• Process customer orders prepared by Project Managers and Detailing personnel.
• Coordinate with fabrication, scheduling, and dispatch teams to ensure timely delivery of customer orders.
• Communicate with customers regarding order status, delivery schedules, and project updates.
• Create Return Material Authorizations (RMAs), credits, and supporting documentation as requested.
• Monitor and track project documentation throughout the project lifecycle.
• Assist with order management and workflow coordination to support operational efficiency.

• Provide outstanding customer service to both internal and external customers.
• Respond professionally and promptly to customer inquiries.
• Collaborate with multiple departments to resolve issues and support customer needs.
• Maintain positive working relationships with customers, vendors, and coworkers.

• Utilize multiple operating systems and business software applications.
• Enter and maintain accurate customer, order, and project information.
  
  Assist with setup and maintenance of customer records within accounting and business systems.
• Ensure data accuracy and integrity across all systems.

• Support special projects and department initiatives as assigned.
• Assist management with administrative tasks and reporting requirements.
• Perform additional duties as assigned by the Detailing Manager.

• Reports directly to the Detailing Manager.
• Works closely with Project Managers, Detailers, Fabrication, Dispatch, Accounting, and Customer Service personnel.
• No direct supervisory responsibilities.

• Strong organizational and time management skills.
• Exceptional attention to detail and accuracy.
• Strong verbal and written communication abilities.
• Ability to manage multiple priorities in a fast‑paced environment.
• Ability to work independently with minimal supervision.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite, particularly Excel and Outlook.
• Experience working with multiple software platforms and business systems.
• Experience with Bis Track, ASA, Point of Rental, or similar ERP systems preferred.
• Bilingual (English/Spanish) preferred.

• High School Diploma or GED required.
• Administrative, project coordination, customer service, or office support experience preferred.
• Experience in construction, engineering, manufacturing, or distribution environments preferred.
• Experience with inventory, accounting, or ERP systems preferred.

• Ability to sit and work at a computer for extended periods.
• Frequent use of hands and fingers for typing and data entry.
• Occasional standing, walking, bending, and lifting of office materials up to 25 pounds.
• Ability to communicate effectively in person, by phone, and electronically.

• Primarily office‑based environment.
• Fast‑paced, high‑volume work setting with multiple deadlines and priorities.
• Frequent interaction with customers, vendors, project managers, and internal departments.
• Team‑oriented environment requiring collaboration across multiple functions.

• Computers and Microsoft Office Suite (Excel, Outlook, Word)
• Bis Track, ASA, Point of Rental, and other ERP/business systems
• Multi‑line telephone systems
• Printers, copiers, scanners, and other standard office equipment
• Electronic document management and filing systems

• Health Care Benefits
• Paid Time Off

Benefits for union‑represented roles are determined by the applicable collective bargaining agreement and may differ from standard company benefits.

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.