Stock Administration Assistant

Zoe; Greater London; On-site; GBP 24,000 - 30,000; Full time

Job summary

Zoe is seeking a meticulous Stock Administration Assistant to join the Stock Control & Administration Team of a prestigious High Jewellery house. You will maintain high-value stock, documentation and traceability while upholding confidentiality.

The role covers product passports, imagery, stock movements and audits, requiring strong organisation, a proactive mindset and clear communication with Shipping, Merchandising and Sales teams.

Qualifications

• Experience handling high-valued stock and documentation.
• Exceptional attention to detail.
• Strong organisational skills with ability to manage multiple priorities.
• Proactive and solution-oriented approach.
• Excellent written and verbal communication with professionalism.
• Strong team player capable of working with colleagues and senior management.
• Proficient with Microsoft Excel and Word.
• Experience with SAP or similar ERP systems is advantageous.
• Basic knowledge of Photoshop or image-editing software is advantageous.
• Genuine passion for fine jewellery, diamonds, gemstones and the luxury industry.

Responsibilities

• Manage creation, accuracy and allocation of product passports.
• Verify product information including references, descriptions and imagery.
• Print and allocate product passports according to stock movements.
• Investigate and resolve documentation discrepancies with relevant teams.

Skills

High-value stock handling

Attention to detail

Organisational skills

Proactive

Communication

Teamwork

Microsoft Excel

Microsoft Word

SAP

Photoshop basics

Jewellery industry passion

Tools

SAP

Photoshop

Job description

An exciting opportunity to join theStock Control & Administration Team of a prestigious High Jewellery Houseas aStock 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 ofhigh-value jewellery stock, product documentation, stone certificates, product imagery and day-to-day stock and administrative operations.

The ideal candidate will behighly organised, detail-oriented and proactive, with excellent follow-up skills and a genuine passion forjewellery.

Key Responsibilities

Product Blue Cards / Passports

• Manage the creation, accuracy and allocation of productpassports.
• 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 productimage databasefor 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 & ProductAdministration

• 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 maintainstone certificates.
• Manage thestone 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 withdifferent teamsregarding 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 withadministrative requirements and ad hoc projects.

Skills & Experience

• Experience handlinghigh-valued stock and documentation is highly desirable.
• Exceptionalattention 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 ofMicrosoft Excel and Word.
• Experience withSAPor similar inventory/ERP systems would be advantageous.
• Basic knowledge of Photoshop or image-editing software would be an advantage.
• A genuine passion forfine jewellery, diamonds, gemstones and the luxury industry.