Procurement Administrator

To support the efficient management of our raw materials and loose stone inventory. This role is critical in ensuring a seamless flow of goods through the production pipeline—from booking in materials to certification and quality control—while maintaining accurate records and supporting vendor relations. To safeguard product quality and support production timelines, contributing directly to the success of our luxury goods operation.

Key Responsibilities

• Stock Control & Inventory Management
  • Accurately receive, book in, and record all incoming loose stones and raw materials within 24 hours of arrival, adhering to established inventory procedures.
  • Maintain data integrity across all stock movements to ensure traceability and compliance with internal controls.
  • Work collaboratively with the production team and the stock controller to reconcile stock take discrepancies and monitor pricing across the loose stone portfolio.
• Certification & Cutting Coordination
  • Coordinate the timely dispatch and return of materials requiring certification or cutting, in line with production priorities.
  • Liaise with couriers, certification labs, and cutting specialists to ensure smooth logistics and minimal delays.
  • Track shipments proactively and communicate status updates to the wider production team.
• Supplier & Vendor Liaison
  • Engage with trusted suppliers to confirm material availability, negotiate pricing, and manage lead times and delivery schedules.
  • Support ongoing supplier evaluations and maintain robust, professional relationships that reflect the brand’s values and quality standards.
  • Process supplier documentation and raise purchase orders in line with procurement and production needs.
• Documentation & Reporting
  • Ensure meticulous record-keeping of all incoming and outgoing materials, including certification, cutting, and returns.
  • Compile regular reports on stock levels, shortages, price variances, and any operational issues for review by the Head of Production and Procurement.
  • Catalogue certification documentation in collaboration with internal administrators and external partners.
• Quality Assurance
  • Conduct inspections on incoming loose stones and raw materials to verify quality and specification compliance.
  • Flag discrepancies and coordinate corrective actions with suppliers.
  • Sort, categorise, and consolidate loose stock based on price point, size, and production relevance.
• Invoicing & Finance Support
  • Process invoices related to loose stones, certification bodies, and third-party vendors, including joint ventures and returns.
  • Liaise with the finance team to ensure timely and accurate payments, credit note reconciliation, and budget alignment.
• Procurement Support
  • Assist in sourcing diamonds and precious stones, contributing to supplier selection and purchasing decisions.
  • Align procurement activity with production schedules and strategic sourcing goals.
• Team Support & Ad Hoc Duties
  • Provide support to the broader production and administrative teams as needed.
  • Undertake additional responsibilities or projects at the request of the Head of Production.

Candidate Profile

• Essential Experience & Skills
  • Minimum 5 years’ experience in stock control, procurement administration, or supply chain within a high-value product environment.
  • Strong organisational skills with the ability to manage multiple priorities in a fast-paced setting.
  • Excellent communication skills, both written and verbal, with a professional demeanour when dealing with suppliers and internal teams.
  • Meticulous attention to detail and a high level of accuracy in data handling and record keeping.
  • Confident using procurement software, Excel spreadsheets, and internal reporting tools.
• Desirable
  • Bachelor’s degree in Business, Supply Chain Management, or related field.
  • Multilingual: fluency in French, Spanish, Italian, or Dutch is highly advantageous.
  • GIA training or certification (preferred but not essential).
  • Working knowledge of diamond grading, quality assurance, and pricing principles.
  • Strong analytical and problem-solving capabilities, particularly in supplier or stock-related challenges.
  • Ability to negotiate effectively and contribute to commercial procurement decisions.

Location
180 New Bond Street, London

Reporting to
Lucy Archibald, Head of Production

Working Hours
Monday – Friday, 9:00am to 5:30pm (40 hours per week)

Salary
Negotiable dependant on experience

To Apply
Please send us your CV and a cover letter using the application form below.