Norfolk Office & Merchandise Coordinator

Location: Holkham, Norfolk (Onsite Mon-Fri)

Reporting To: Head of Quality & Traceability

Who We Are

At Monica Vinader, we’re on a mission to prove that buying better, wearing longer and doing better don’t have to be mutually exclusive. From our commitment to making the most sustainable jewellery we can using precious materials, to the timeless style and endless versatility of our pieces, we are driven to making everyday fine jewellery accessible and affordable.

Where we need your help

The Norfolk Office & Merchandise Coordinator role is an exciting opportunity to join the New Product Development (NPD) team based in Holkham to ensure that the office site reflects the brand values of Monica Vinader, and to have full ownership of managing the product samples warehouses. This role is integral in ensuring that all Monica Vinader occupied areas are representative of the brand, with maintenance and health and safety requirements upheld. In addition, you will be responsible for a number of administrative duties to support a range of activities across the NPD team.

What You’ll Do

• Holkham Site Coordination: Manage the site maintenance, ensuring building issues are dealt with effectively, in a timely manner, proactively, and within budget, including liaison with external contractors to execute fixes. Responsible for the overall H&S of the site to ensure it’s a safe place for people to work and visit, inclusive of regular reviews, H&S servicing appointments, reporting, and organising training. Responsible for the cleanliness of the site and coordination with the cleaning company to ensure they work to a high standard, along with general upkeep of the required office aesthetics. Organise subsistence requirements including snacks, drinks and daily lunch for the team and any visitors. Support in coordinating office visits (internal and external) to ensure the office space is fit for purpose and assist with on‑the‑day hospitality requirements (e.g. site tours, room set-ups). Oversee the Holkham site budget tracker to ensure spend is tracked accurately and the assigned budget is adhered to, including forecasting spend and reviewing cost saving opportunities.
• Warehouse Stock Management: Maintain the accuracy and accessibility of multiple NPD product sample warehouses through organised storage, regular stock reviews, and rigorous inventory control. Manage the NPD product samples warehouses to ensure stock levels are accurate and the warehouse is easy to access and usable, including stock storage layout, accuracy, and quality. Coordinate movement of stock between warehouses using internal systems and physical organisation. Undertake quarterly stock reviews to ensure inventory reflects the current product range and conduct regular stocktakes. Plan and execute the end of year stocktake for completion across all NPD warehouses in line with business deadlines.
• Product Sample Shipments: Coordinate the end-to-end logistics of incoming and outgoing samples, acting as the primary liaison for couriers, supply partners, and internal teams to ensure timely delivery. Responsible for shipping products / samples for all NPD team members. Liaise with external suppliers and courier companies along with using in‑house systems to generate shipment paperwork and organise collections. Receipt in all shipments arriving at the office, including samples from suppliers and distribute to team members in a timely manner. Coordinate quarterly sample shipments to trade partners, including liaison with trade managers regarding requirements and deadlines, along with organising stock and generating shipments. Review and reconcile NPD sample invoices, ensuring timely approval and escalation if required.
• Administrative Support: Provide general administrative support to the wider NPD team to assist with day-to-day activities, alongside specific duties. Raise purchase orders using our in-house system for all NPD sample requirements. Support the supply team by tracking and keeping a record of all supplier due diligence requirements.

What You’ll Bring

• Connect & Empower: Communicates Effectively - Ability to act as a clear link between internal teams and external partners, confidently liaising with multiple stakeholders to ensure instructions are understood and issues are resolved quickly, with updates shared in a timely manner. Collaborates Proactively - You are a helpful, hands-on team player who approaches a wide remit of responsibilities with a positive attitude, happy to support colleagues across different functions to ensure shared team goals are met.
• Drive & Deliver: Workflow Management - Highly organised with a keen eye for detail, capable of managing logistical processes and administrative tasks efficiently to ensure operations run smoothly and deadlines are consistently met. Focuses on the Right Thing - Proven experience managing multiple priorities in tandem, with the ability to identify urgency versus importance and adjust focus to remove blockers based on business needs.
• Grow & Adapt: Embraces Change - Resilient and self-motivated, thriving in fast-paced environments, quickly adapting to changing requirements and proactively seeking solutions.
• Master & Apply: Functional/Technical Expertise - Confident in navigating administrative systems and handling data with accuracy, with a practical understanding of operational standards and budget tracking.

To be successful at Monica Vinader, it helps if you...

• Are hands-on, solutions-focused, and entrepreneurial
• Collaborate openly with humility, honesty, and humour
• Embrace learning, teaching, and personal growth
• Stay resilient, adaptable, and self-motivated in a creative environment
• Speak up when you don’t know—and act fast to figure it out

Additional Requirements: Ability to document your authorisation to work in the United Kingdom.

Travel Requirements: Ad hoc travel to our London office and Acton Warehouse may be required.

Our Aims and Values: Our mission is to be the leading accessible luxury brand, by delivering outstanding quality, design and customer service. We are: Customer Obsessed, Caring, Fast Paced, Exceptional, Commercial.

Monica Vinader as a global business makes the following inclusive culture pledge: Our jewellery is for everyone and so is our community. Together, we will continue to implement sustainable changes to ensure that career opportunities and progression are open to all. We commit to celebrating the diverse voices of our employees, partners, and the customers we serve.

This job description is not intended to be an exhaustive list of duties to be performed by the employee. This job description may be altered to reflect the business needs of the company.