Vault Coordinator

Harry Winston, Inc.; Jeddah; On-site; SAR 60,000 - 120,000; Full time

Job summary

Harry Winston, Inc. is seeking a Vault Coordinator to safeguard and control boutique inventory and high-value assets, maintaining inventory integrity and compliance with security and audit standards.

You will support sales operations, assist with product availability, and ensure accurate stock records, while escalating discrepancies and maintaining vault security at all times.

Qualifications

• Bachelor's degree preferred.
• Experience in inventory control and stock management.
• Luxury retail operations, jewelry, or watches experience valued.
• Fluent English; Arabic preferred.

Responsibilities

• Maintain full accountability for boutique inventory and high-value assets.
• Manage daily vault opening/closing and ensure proper authorization for movements.
• Conduct daily inventory checks and reconciliations; support audits.
• Coordinate product availability and replenishment for client presentations and events.
• Ensure adherence to security policies and complete inventory documentation.

Skills

Inventory control

Attention to detail

Integrity

Confidentiality

Reliability

Fluent English

Education

Bachelor's degree preferred

Tools

Inventory systems

Reporting tools

Job description

Position: Vault Coordinator

Job Purpose

To safeguard, control, and accurately manage all boutique inventory and high-value assets while ensuring full compliance with security, operational, and audit requirements. The Vault Coordinator is responsible for maintaining inventory integrity, supporting sales operations, and ensuring accurate stock accountability at all times.

Key Responsibilities

1. Inventory Custody & Asset Protection

• Maintain full accountability for boutique inventory and high-value assets.
• Ensure proper handling, storage, and security of all products.
• Monitor daily inventory movements and stock transactions.
• Verify physical inventory against system records.
• Ensure all inventory activities comply with company procedures.

2. Vault Operations

• Manage daily opening and closing of the vault according to approved procedures.
• Ensure proper authorization and documentation for all inventory movements.
• Maintain vault organization and security standards.
• Ensure controlled access to vault inventory.
• Escalate any discrepancies immediately.

3. Inventory Reconciliation & Audits

• Conduct daily inventory checks and reconciliations.
• Support periodic cycle counts and full inventory counts.
• Prepare inventory reports and reconciliation records.
• Assist internal and external audit activities.
• Investigate and report inventory variances.

4. Sales Support & Product Availability

• Coordinate product availability for sales activities.
• Support product preparation for client presentations and appointments.
• Ensure timely replenishment of display inventory.
• Assist the sales team in locating and preparing products.
• Support boutique events and special product presentations.

5. Compliance & Security

• Ensure strict adherence to security policies and procedures.
• Monitor compliance with inventory controls and asset protection standards.
• Maintain complete and accurate inventory documentation.
• Support implementation of risk mitigation measures.
• Report security concerns or operational risks immediately.

6. Reporting & Documentation

• Maintain inventory tracking records and logs.
• Prepare daily, weekly, and monthly inventory reports.
• Ensure accuracy of all inventory-related documentation.
• Support management reporting requirements.

Key Performance Indicators (KPIs)

Inventory Control

• Inventory Accuracy %
• Stock Reconciliation Accuracy
• Inventory Variance Rate
• Inventory Adjustment Accuracy

Compliance & Security

• Zero Inventory Losses
• Zero Unauthorized Inventory Movements
• Audit Compliance Score
• Security Compliance Rate

Operational Performance

• Timeliness of Inventory Reconciliation
• Product Availability Rate
• Report Accuracy & Timeliness

Risk Management

• Number of Inventory Incidents
• Resolution Time for Inventory Discrepancies

Authority & Decision Making

• Execute approved inventory transactions.
• Verify inventory movements and supporting documentation.
• Escalate discrepancies and security concerns.
• Recommend inventory control improvements.
• No authority to approve inventory adjustments, pricing, or commercial decisions.

Qualifications & Experience

• Bachelor's Degree preferred.
• Experience in inventory control, stock management, luxury retail operations, jewelry, or watches.
• Strong attention to detail and accuracy.
• Experience with inventory systems and reporting tools.
• Fluent English; Arabic preferred.

Competencies

Technical

• Inventory Control
• Stock Reconciliation
• Asset Protection
• Audit Support
• Reporting & Documentation

Behavioral

• Integrity
• Accountability
• Attention to Detail
• Reliability
• Confidentiality
• Professionalism

Working Relationships

Internal

• Salon Manager
• Operations Specialist
• Sales Team
• Finance
• Brand Manager

External

• Auditors
• Logistics Providers
• Security Providers

Key Challenges

• Maintaining absolute inventory accuracy in a high-value luxury environment.
• Balancing operational efficiency with strict control requirements.
• Managing inventory risks while supporting business operations.
• Ensuring compliance with security and audit standards.