Stock Administration Assistant

An 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.