Stock Administration Assistant

Stock Administration Assistant p span Contract type: /span Permanent /p p span Department: /span Stock Control Administration /p p span Salary: /span Competitive /p p br /p POSITION OVERVIEW p 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. /p p 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. /p p The ideal candidate will be highly organised, detail-oriented and proactive, with excellent follow-up skills and a genuine passion for jewellery. /p p br /p KEY RESPONSIBILITIESPRODUCT BLUE CARDS / PASSPORTS ul li Manage the creation, accuracy and allocation of product passports. /li li Verify product information including references, descriptions, pricing, imagery and other relevant details. /li li Print and allocate product passports according to stock movements. /li li Investigate and resolve documentation discrepancies in collaboration with relevant teams. /li /ul p br /p PRODUCT IMAGERY PHOTOGRAPHY ul li Maintain and develop the product image database for repeatable and unique jewellery pieces. /li li Review the quality and accuracy of product images and carry out basic image editing/Photoshop adjustments when required. /li li Ensure product imagery is correctly named, classified, stored and easily accessible to relevant teams. /li li Coordinate stock required for product photography and ensure pieces are accurately tracked throughout the process. /li li Support ongoing projects to improve the quality, organisation and completeness of product imagery. /li /ul p br /p STOCK PRODUCT ADMINISTRATION ul li Support inventory checks, stock movements and the organisation of jewellery within the safes. /li li Maintain accurate documentation and records relating to product movements. /li li Assist with stock reconciliation and investigate discrepancies where required. /li li Work closely with Shipping, Merchandising and Sales Liaison teams to ensure documentation and stock information are accurate before products leave the business. /li /ul p br /p STONE CERTIFICATES DIAMOND DOCUMENTATION ul li Manage and maintain stone certificates. /li li Manage the stone certificate Masterfile, ensuring all certificate information is logged, tracked and kept up to date. /li li Scan and upload stone certificates to the database, ensuring records are complete, accurate and easily accessible. /li li Coordinate the daily distribution of stone certificates to relevant markets following sales. /li li Maintain the physical filing, organisation and security of original stone certificates. /li li Conduct regular audits of the stone certificate library to identify discrepancies and ensure full traceability. /li li Proactively review and improve processes relating to certificate management, storage and retrieval. /li li Liaise with relevant teams regarding missing certificates, certificate requests and product information. /li /ul p br /p COMMUNICATION CROSS-FUNCTIONAL SUPPORT ul li Liaise with different teams regarding stone origin information, product details and stock enquiries. /li li Maintain and update documentation relating to special and important stones. /li li Respond professionally and efficiently to internal enquiries. /li li Build strong working relationships across departments to ensure information is communicated accurately and on time. /li li Support the wider team with administrative requirements and ad hoc projects. /li /ul p br /p SKILLS EXPERIENCE ul li Experience handling high-valued stock and documentation is highly desirable. /li li Exceptional attention to detail. /li li Strong organisational skills with the ability to manage multiple priorities and follow tasks through to completion. /li li Proactive, adaptable and solution-oriented approach. /li li Excellent written and verbal communication skills with a professional and diplomatic manner. /li li Strong team player with the confidence to work effectively with colleagues and senior management. /li li Good working knowledge of Microsoft Excel and Word. /li li Experience with an enterprise inventory or ERP system would be advantageous. /li li Basic knowledge of Photoshop or image-editing software would be an advantage. /li li A genuine passion for fine jewellery, diamonds, gemstones and the luxury industry. /li /ul p br /p