Business Operations Assistant

Business Operations Assistant

The Business Operations Assistant reports directly to the General Manager and serves as a central support resource for daily business operations. This position works directly with logistics, operations, accounting, maintenance, and other departments to support communication, coordination, documentation, vendor and inventory processes, basic financial and clerical tasks, and operational follow-through. The ideal candidate is organized, dependable, detail-oriented, comfortable managing multiple priorities, and able to work effectively across all areas of the business.

Key Responsibilities

Administrative Support

• Provide direct administrative support to the General Manager.
• Maintain business records, files, and operational documentation.
• Coordinate meetings, prepare materials, take notes, and follow up on action items.
• Assist with policy, procedure, and process documentation.
• Manage general correspondence, task tracking, calendar coordination, and scheduling support

Operational Coordination

• Work directly with logistics, operations, accounting, maintenance, sales and other departments to support clear communication and efficient execution of company objectives.
• Track operational projects, deadlines, deliverables, and follow-up items.
• Assist with issue escalation, task coordination, and daily workflow support.
• Coordinate cross-functional activities, special projects, and process improvement efforts.

Inventory Management

• Monitor inventory levels and assist with inventory control procedures.
• Coordinate inventory counts, audits, and related documentation.
• Track discrepancies, investigate variances, and report findings as appropriate.
• Maintain inventory records, reports, and supporting documentation.

Quality and Compliance Support

• Monitor operational consistency and support adherence to company standards and procedures.
• Document service, product, or process issues and coordinate corrective actions.
• Track follow-through on quality concerns and improvement items.
• Assist department managers with quality improvement and process improvement initiatives.

Financial and Clerical Support

• Log transactions and support basic reconciliation activities.
• Assist with receipt, expense, and supporting-documentation review.
• Support budget tracking, expense monitoring, and financial reporting as directed.
• Maintain accurate records in accordance with company policies.

General Duties

• Support daily operations as directed by the General Manager.
• Perform data entry, recordkeeping, filing, and spreadsheet or database maintenance.
• Maintain confidentiality when handling sensitive information and business records.
• Complete special projects and other administrative duties as assigned.
• Assist with ordering supplies, materials, and other operational needs.
• Serve as a cross-functional backup for designated administrative and operational roles during planned or unplanned absences.
• Maintain sufficient cross-training to perform essential duties of assigned backup roles

Required Qualifications

• Associate degree preferred; equivalent experience will be considered.
• At least 3 years of administrative, operations, office management, or business support experience.
• Strong organizational, multitasking, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office, including Excel, Outlook, Teams, and related business software.
• Experience using QuickBooks or Intuit Enterprise Suite is a plus.
• Ability to handle confidential information professionally.
• Experience working with vendors, inventory systems, or financial transactions preferred.
• Experience working in a dimensional-cut stone operation, quarry, aggregate quarry, or related industry is a plus.

Physical Requirements and Work Environment

• Must be able and willing to work in dusty, dirty, or outdoor operational environments as needed.
• Must be able to walk through work areas, yards, storage areas, or inventory locations to inspect materials, verify inventory, or perform related tasks.
• Must be able to stand, walk, bend, reach, and move throughout the facility or worksite during the workday.
• Must be able to safely perform routine office and operational support tasks in accordance with company policies and safety procedures

Who we are

Jacobs Stone Products has been established for over 30 years. The reasons are simple. We are the same people outside of business as we are while conducting business. We are loyal, ethical, honest and we hold each other to high standards. We love God’s placement of natural stone and hope to share it with as many people as possible. Customer service, communication and building strong relationships are priorities for us. You are more to us than just business.