Stock Administration Assistant

An exciting opportunity to join the Stock Control & Administration Team of a prestigious High Jewellery House as a Stock Administration Assistant. We are looking for a meticulous and dependable individual who takes pride in maintaining the highest standards of accuracy and organisation. You will be comfortable working with high-value pieces and important documentation and understand the importance of traceability, confidentiality and attention to detail.

This varied and hands-on role will support the smooth and accurate management of high-value jewellery stock, product documentation, stone certificates, product imagery and day-to-day stock and administrative operations.

The ideal candidate will be highly organised, detail-oriented and proactive, with excellent follow-up skills and a genuine passion for jewellery.

Key Responsibilities

Product Blue Cards / Passports

• – Manage the creation, accuracy and allocation of product passports.
• – Verify product information including references, descriptions, pricing, imagery and other relevant details.
• – Print and allocate product passports according to stock movements.
• – Investigate and resolve documentation discrepancies in collaboration with relevant teams.

Product Imagery & Photography

• – Maintain and develop the product image database for repeatable and unique jewellery pieces.
• – Review the quality and accuracy of product images and carry out basic image editing/Photoshop adjustments when required.
• – Ensure product imagery is correctly named, classified, stored and easily accessible to relevant teams.
• – Coordinate stock required for product photography and ensure pieces are accurately tracked throughout the process.
• – Support ongoing projects to improve the quality, organisation and completeness of product imagery.

Stock & Product Administration

• – Support inventory checks, stock movements and the organisation of jewellery within the safes.
• – Maintain accurate documentation and records relating to product movements.
• – Assist with stock reconciliation and investigate discrepancies where required.
• – Work closely with Shipping, Merchandising and Sales Liaison teams to ensure documentation and stock information are accurate before products leave the business.

Stone Certificates & Diamond Documentation

• – Manage and maintain stone certificates.
• – Manage the stone certificate Masterfile, ensuring all certificate information is logged, tracked and kept up to date.
• – Scan and upload stone certificates to the database, ensuring records are complete, accurate and easily accessible.
• – Coordinate the daily distribution of stone certificates to relevant markets following sales.
• – Maintain the physical filing, organisation and security of original stone certificates.
• – Conduct regular audits of the stone certificate library to identify discrepancies and ensure full traceability.
• – Proactively review and improve processes relating to certificate management, storage and retrieval.
• – Liaise with relevant teams regarding missing certificates, certificate requests and product information.

Communication & Cross-Functional Support

• – Liaise with different teams regarding stone origin information, product details and stock enquiries.
• – Maintain and update documentation relating to special and important stones.
• – Respond professionally and efficiently to internal enquiries.
• – Build strong working relationships across departments to ensure information is communicated accurately and on time.
• – Support the wider team with administrative requirements and ad hoc projects.

Skills & Experience

• – Experience handling high-valued stock and documentation is highly desirable.
• – Exceptional attention to detail.
• – Strong organisational skills with the ability to manage multiple priorities and follow tasks through to completion.
• – Proactive, adaptable and solution-oriented approach.
• – Excellent written and verbal communication skills with a professional and diplomatic manner.
• – Strong team player with the confidence to work effectively with colleagues and senior management.
• – Good working knowledge of Microsoft Excel and Word.
• – Experience with SAP or similar inventory/ERP systems would be advantageous.
• – Basic knowledge of Photoshop or image-editing software would be an advantage.
• – A genuine passion for fine jewellery, diamonds, gemstones and the luxury industry.

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