INTERNAL JOB DESCRIPTION
The following is an agreement to outline your job description.
We provide customers with fairly priced high-quality products, delivery and service to make American Stone the first choice for rock-related landscaping and building needs.
You have many ways in which you can positively impact the Company’s success and help the Company achieve its Mission.
Our Vision is: "We help people create beautiful spaces and living scapes through natural stone products."
To accomplish our vision, we work toward the following general objectives:
- Create a profitable, viable business that continues to thrive and provide a good living for all.
- Increase profits and expand our service offerings.
- Become a service marketplace, offering seamless landscaping and masonry solutions with high quality, fairly priced products.
- Attract and retain honest, intelligent, healthy, hardworking, systems-focused individuals who take responsibility for their work. This includes maintaining a safe, clean, organized workplace, and encouraging positive and open communication.
JOB DUTIES AND RESPONSIBILITIES
Management and Communications
Work directly with and for Star Stone's CEO as well as support his staff as needed.
- Support quarry managers and foremen to ensure timely and complete submission of the following reports. These reports are due at the deadlines specified.
- Prioritize work to be done by the company’s stone quarries. Act as a liaison between supervision and American Stone, ensuring sufficient quantities of product on order is produced; this includes regular communication follow up and quantity adjustments. You will interface with regulatory agencies on behalf of, and to follow up on, tasks assigned pertaining to all aspects of company and mining operations. Success means communication is so effective that sales demand and quarry output coordinate 100 percent.
- Manage written correspondence at a level of competency that doesn't require any follow-up.
- Manage any supervisor correspondence: draft letters, documents, including initiating communications in broadly assigned tasks. Interface with regulatory agencies on behalf of, and to follow up on, tasks assigned, pertaining to all aspects of company operations. Writing should be concise, appropriate, professional, and error free.
- Assist supervisor in keeping track of calendar and schedule through Google applications. Assist in software set-up as necessary.
- Direct calls, based on urgency, for any assigned executives in a timely manner, and be an effective gatekeeper, ensuring that only calls that need the supervisor’s personal attention are passed on. Balance receiving calls appropriately with face-to-face interactions with others.
Time Management and Organization
- Manage your time well, working efficiently, and stay on work-related tasks. Multitask effectively with little down time between tasks.
- Keep your workstation/desk stocked with adequate supplies, clean and organized, with items in their designated places by the end of the day.
- Use the Odoo projects/task manager to note and prioritize tasks. Log every task (such as calls, or equipment that needs repairs). Establish deadlines for each task and update progress until each is resolved. Add followers to tasks as relevant. Add a note every time an action (like a phone call) is undertaken. Effective record keeping using the task manager means that any time you are not present, anyone should be able to pick up where you left off. Any notes on paper are regarded as your own personal notes, and cannot take the place of Odoo, which is our standard method of all company communication. This includes coordinating with any contractors on additional tasks that need to be done, such as requesting problems with Odoo be addressed.
Clerical and Management Duties
- Monitor, and when necessary, make shifts in quarry staffing to meet sales demand.
- Manage drivers and dispatch on delivery routes for American Stone, weighing customer need while considering staffing and time efficiency.
- Oversee compliance with government regulatory agencies such as DOGM, the Forest Service, MSHA, and the BLM. Keep abreast of regulations, ensuring we’re in compliance, and maintain paperwork in order for monthly audits.
- Maintain the headquarters office supplies inventory. Keep the supply room orderly, items clean, and stocked at the designated quantities at an ideal 95%. Inventory turns are ideally at 2 turns per year. Suggested quantities should be listed in the “Supply Inventory” Knowledge Article in Odoo. Sell items as needed.
- Find replacement parts for equipment (use ingenuity, initiative and resourcefulness to find all the necessary information and the best deals available). Present multiple options along with your recommendation to supervision so they can make a decision. Follow through with ordering.
- Log purchase orders in OpenERP and attach the electronic copy of the purchase order. Include all required information.
- File documents physically and electronically utilizing an organized nomenclature and filing system.
- Create a paperless filing system and implement it for all Star Stone documents. Document the system within OE and digitize current paperwork. Train other employees in the filing system.
- Sign, digitize, and file receipts.
- Work with service providers to maintain and ensure properly operating office equipment, yard equipment and vehicles.
- Design, as needed, aesthetic and professional graphics such as labels and “Mine Plan Maps.”
- Operate with advanced competency Excel, Word, PowerPoint and Google documents to a point where no task requested cannot be completed. Get training where your skills fall short.
- Occasionally you may post advertisements on Craigslist or KSL.com.
- Manage delivery dispatch from quarries to customers and stores.
- Work with regulatory agencies to resolve any tickets, fines, or other issues that arise.
- Minimize fines in quarry operations through good planning, training and documentation.
- Keep files on all employees per regulatory requirements
- MSHA training and ensuring this information is readily available in case of an audit.
- Lower Equipment repair costs and increase equipment uptime hours through a well run fleet maintenance program.
General Rules
- Follow our “Grooming and Attire” Policy.
- Follow our attendance policy: clock in and out on time and be readily available.
- Be part of and promote a positive work atmosphere: promote the company, support your co-workers (never “pass the buck”). Always speak positively of customers. Give co-worker critique in a constructive and private manner.
- Observe our “Communications and Productivity” policy, which helps to promote a higher level of productivity in the workplace. For example, keep conversations on the clock with co-workers and your supervisor as business-oriented as comfortably reasonable to make the best use of time. And use the Internet and your cell phone only for business-related work, while at work.
As part of your responsibilities, there are certain critical tasks that need to be completed on a consistent basis. The following is a basic list of those tasks PER LOCATION: (These requirements are subject to change).
Daily
Within 24 hours of shipment, transfer the goods in Odoo and attach all documentation and information including:
- Customer name
- Date
- Order number
- Product type and quantity (weight)
- Trucking company
- Trucking signature
- Loader signature
- Gross, tare, and net truck weights
Accident report completed and submitted to supervisor the day of an accident.
Bi-weekly
- Timesheets and payroll production sheets submitted to accounting by 10am Monday following the close of a pay period.
- Supplier invoices for purchases submitted (with attached documentation) and validated by the close of the next pay period.
- Daily Pre-operation Inspection Report
- Collect and attach a scan
- Tag AND Mark Out of Service any unsafe items on the daily inspection report
- Properly notify MSHA of mine opening/closing and attach paperwork in OpenERP.
- Maintain an up-to-date Training and Safety Manual
- All miners on-site are up-to-date with current miner safety training (including First Aid) and certification
- Minimum of two miners are up-to-date with current CPR Training and certification
Quarterly
Quarterly inventory entered and submitted (with attached documentation) in OpenERP.
Safety
We are very concerned with the safety of all our employees, customers, and visitors. Your are responsible for your own safety and the safety of those around you. To promote a culture of safety practice proper safety protocol and encourage others to do the same. If you engage in, observe, or are aware of unsafe actions which you do not stop you may be charged, at management discretion, up to 50% of a commensurate safety violation MSHA fine.
ADVANCEMENT
For this job you will review all of the URock content your supervisor or trainer presents to you. You will be required to pass a certification for each degree required at a score they set. Your supervisor/trainer will designate a timeline for when they expect you to complete the certification.
Time periods could be adjusted by your supervisor if, due to business necessity, we cannot schedule sufficient time for you to dedicate to training.
If you cannot pass the certification with the required score. Your supervisor will issue you a second, different certification test, within a determined period of time.
Failing a second time may lead to an evaluation for tailoring the job or finding a different job suited to your specific skill-set. If no such position exists within our company, you may not progress beyond the probationary period.
RESTRICTIVE COVENANTS
We ask that you sign and agree as a condition of employment that you will protect American Stone (the Company) from unfair competition during your employment with us, and keep our confidential information, trade secrets and business secrets safe during and after your employment. As our employee, you understand and agree that: Because of the nature of the company's business and your position within it, you have or will have access to confidential information. You acknowledge that this information is unique and not generally known to the public, and it has been developed, acquired, and compiled by the company at significant effort and expense. If you disclose or use the Company’s Confidential Information for anything other than the Company’s business, it will seriously harm the Company's business. This could lead to significant losses and damage to the Company. You promise to keep all Company confidential information strictly private and not share, reveal, or use it in any way, during or after your employment.
NON-COMPETITION
You understand and agree that: The Company has put a lot of time, effort, resources, and money into researching, developing, and selling its product(s). The Company operates in a very competitive industry, and because of your position, you may have access to confidential information and trade secrets. If you start a business that competes with the Company, it will seriously harm the Company. While you work for the Company, you promise not to get involved, directly or indirectly, in any business that competes with the Company. This includes working for, owning, or helping any other business that competes with the Company, within a 50-mile radius of where the Company operates. "Competing Business" means any business that competes with the Company in any significant way.
NON-SOLICITATION OF CUSTOMERS AND EMPLOYEES
To protect the company's legitimate business interests, such as preventing the unfair competition or exploitation of confidential information, you understand and agree that: While you work for the Company, you may learn about the Company's customers and employees, including their names, addresses, and other non-public information. Losing these customers and employees could seriously harm the Company. If your employment with the Company ends, you will not solicit business from the Company's customers for one year after leaving. You will not try to persuade any current employee of the Company to leave their job and work for another company during that same one year period.
ENFORCEMENT OF AGREEMENT
You understand and agree that: If you violate this Agreement or pose a threat of doing so, the Company has the right to obtain a court order to prevent you from engaging in activities prohibited by this Agreement. If the Company has to go to court to make you follow this Agreement, you will reimburse for all reasonable costs, expenses, and attorneys’ fees that the Company had to spend to enforce this Agreement. This Agreement doesn't promise you a job for any specific length of time. Your job can end anytime, for any reason, by you or the Company. If a court decides that one part of this Agreement isn't valid or legal, the rest of the Agreement still stands. You will not argue that this Agreement is unreasonable if the Company tries to enforce it in court.
SIGNATURES
Your acceptance of our job on the defined terms means you understand the responsibilities set forth in this document and that you will fulfill the duties to the best of your ability. You agree to the compensation plan, and to strive in the most effective manner possible to meet goals.
This offer is not a promise of continued employment and supersedes any oral promises of employment. You are an at-will employee with our company, meaning your employment may be terminated at any time for any/no reason.
_________________________________________ _______________________________________ _____________________
(Employee Name) (Employee Signature) (Date)
_________________________________________ _______________________________________ _____________________
(Supervisor Name) (Supervisor Signature) (Date)
STANDARD PAY FORFEITURE AGREEMENT
For early voluntary termination before your second paycheck.
The term of this agreement is from your start date through your first two paydays.
Applicability
This agreement applies only to employees who voluntarily terminate their employment before their second paycheck.
When employees first start with any company, the company invests heavily in their training and on-boarding, in anticipation of a profitable long-term working relationship.
If you voluntarily terminate your employment before the second paycheck, you agree to be paid at the current Minimum Wage required by law rather than your standard rate.
_________________________________________ _______________________________________
(Employee) (Date)
__________________________________________________________________________________________________________________________________________________________________
PUBLIC POSTING FOR JOB DESCRIPTIONJob Board Ad Title: Executive Assistant
Benefits
- Health Insurance
- 401K
- Paid Time Off
- 6 Paid Holidays
- Cell Phone Plan
About the Role
American Stone is looking for a personable, proactive Executive Assistant to directly support the CEO in a fast-paced, hands-on environment.
This role goes beyond traditional executive support. You will be deeply involved in daily operations, communication across quarries and teams, and ensuring tasks and priorities are executed without delays.
If you enjoy staying busy, solving problems, and being at the center of operations, this role is for you.
A Day in the Role
- Manage CEO’s schedule, communications, and shifting priorities
- Act as a key point of communication between quarries, drivers, managers, and vendors
- Coordinate delivery dispatch and assist with operational logistics
- Track tasks, follow-ups, and deadlines across multiple projects
- Draft and send professional communications independently
- Interface with regulatory agencies and support compliance tasks
- Handle incoming calls, visitors, and day-to-day office operations
- Maintain office supplies and ensure equipment is functioning properly
- Occasionally source parts or solutions for operational needs
- Solve problems quickly and keep operations moving in a fast-paced environment
Qualifications
Required:
- 5+ years of experience supporting executives or managing operations
- Highly organized with strong follow-through
- Comfortable handling multiple priorities at once
- Strong communication skills
- Resourceful, self-starter, and proactive
- Able to handle pressure and problem-solve in real time
Preferred:
- Experience with logistics, dispatch, or field teams
- Experience in construction, quarry, or similar industries
- Spanish is a plus
Schedule
Monday to Friday. 8:00 AM to 5:00 PM (schedule may vary based on business needs)
About American Stone
American Stone is a family-owned company supplying stone products for construction, landscaping, and retail customers. We operate multiple locations and quarries and continue to grow through strong systems and teamwork.
We offer a collaborative and down-to-earth work environment where employees take ownership of their roles and contribute to real operational impact.
Ready to Apply? We offer a quick, mobile-friendly application process. If this role fits your experience, we’d love to hear from you.
