STONE INVENTORY ADMINISTRATOR

Gault Family Companies, voted a Top Workplace in Fairfield County, is seeking a licensed Stone Inventory Administrator to join its team of experienced team members to provide our customers with personal and professional service.

At Gault Family Companies, our team members have a sense of pride as well as a deep commitment to carrying out our Passion and Vision every day and living our Core Values in and out of the workplace. Our family-run company has been servicing communities in Fairfield County and is headquartered in Westport, CT, for over 160 years.

The Stone Administrator is responsible for managing the flow of Stone Inventory by coordinating with vendors with regard to Order Placement, Receiving, and Invoice processing. This role ensures operational efficiency by handling scheduling, communication, and financial documentation across multiple teams. The ideal candidate is detail-oriented, highly organized, and able to coordinate seamlessly with vendors, receiving staff, accounts payable, and customers.

JOB SUMMARY:

Inventory & Receiving

  • Order, receive, record, and reconcile all incoming stone and masonry inventory.

  • Collaborate with the Operations & Receiving team to ensure accurate documentation of deliveries.

  • Maintain organized and accurate inventory records for reporting and operations.

  • Generate Purchase Orders and process invoices from vendors in a timely and accurate manner.

  • Coordinate with Accounts Payable to confirm vendor invoices are received, coded, and paid.

  • Track and resolve any invoice discrepancies.

Product Ordering & Vendor Coordination

  • Order products and materials, including but not limited to tools, cement, blocks, and other stone supplies.

  • Communicate with vendors to confirm product availability, pricing, and delivery schedules.

  • Monitor open purchase orders and follow up on delivery timelines or issues.

Scheduling & Logistics

  • Schedule delivery and pick-up of materials to align with customer and division needs.

  • Coordinate with drivers and vendors to ensure on-time, efficient deliveries.

  • Communicate changes or delays to all organization stakeholders as needed.

Cross-Team Collaboration

  • Partner with the receiving team on inventory accuracy and product tracking.

  • Provide operational and administrative support to the Stone Division Managers.

  • Support continuous process improvements for efficiency and customer satisfaction.

  • Collaborate with Accounting Teams to support as needed to gain efficiencies.

RESPONSIBILITIES:

  • Organization & Time Management

  • Customer Service Orientation

  • Accountability & Accuracy

  • Communication & Interpersonal Skills

  • Team Collaboration

  • Problem Solving

COMPETENCIES:

  • 2+ years of administrative, logistics, or accounting support experience (construction/building materials industry preferred).

  • Strong organizational skills with attention to detail and accuracy.

  • Proficiency with Microsoft Office Suite; ERP or inventory software experience is a plus.

  • Effective written and verbal communication skills.

  • Ability to manage multiple priorities in a fast-paced environment.

  • PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is frequently required to sit, stand, walk, use hands to handle materials, and reach with hands and arms. The employee must occasionally lift and move objects up to 25 pounds. Regular communication, both verbal and written, is required.

REQUIRED EDUCATION & EXPERIENCE:

This job description is not designed to cover or contain a comprehensive listing of duties or responsibilities. Duties, responsibilities, and activities may change at any time with or without notice.

OTHER DUTIES:

  • Passionate about building positive working relationships with team members and customers

  • Live our company's core values of: Caring, Teamwork, Integrity, and Ownership

  • Provide a superior level of customer service to all our existing and potential customers

EXPECTATIONS:

  • Paid holiday, vacation, sick and personal days

  • Medical, dental, and vision insurance

  • Company-paid life insurance

  • 401K retirement plan with company match

  • Gym and health club reimbursement program

  • Team member wellness and safety programs

  • Gault Swag

  • Supplied apparel and branded goods

BENEFITS:

WORKING ENVIRONMENT: 100% office. This job operates in a professional office environment. Standard office equipment is routinely used, including computers, phones, photocopiers, filing cabinets, and fax machines.

WORKING ENVIRONMENT:

  • Full-Time

  • Location: Westport Office

JOB TYPE: