Stock Administration Assistant
Jewellery Stylist Recruitment
Job Description
Stock Administration Assistant
Contract type: Permanent
Department: Stock Control & Administration
Salary: Competitive
An exciting opportunity to join the Stock Control & Administration Team of a luxury jewellery brand 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 an enterprise inventory or ERP system 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.