Full job descriptionAn 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.