Vault Coordinator

The Henri Stern Watch Agency, Inc.; New York (NY); On-site; USD 70,000 - 85,000; Full time

Job summary

The Henri Stern Watch Agency, Inc. in New York City is seeking a Vault Coordinator to ensure precise inventory control, repair localization, and seamless back-office support within a luxury watch environment.

You will manage daily vault operations, coordinate batch preparations, and maintain high standards of accuracy and organization across technical and administrative teams. Ideal candidates have 3+ years in inventory or luxury goods, strong communication, and proficiency with Microsoft

Qualifications

• 3+ years of inventory management, operations, or luxury goods experience.
• Strong organizational and administrative abilities with attention to detail.
• Proficiency in Microsoft Office; SAP knowledge preferred.

Responsibilities

• Conduct inventories of work-in-progress and track inbound/outbound transactions.
• Localize and scan repairs to correct locations; support data accuracy.
• Monitor inventory movement and support lean repair flow.
• Run monthly and ad-hoc integrity audits; coordinate batch prep for workshop.
• Manage access requests to finished goods; oversee transfers and logistics.
• Maintain vault cleaning schedule and assist with workshop operations.

Skills

Organizational skills

Time management

Multitasking

Administrative skills

Communication

Excel

Microsoft Office

SAP

Tools

SAP

Microsoft Office

Job description

The Henri Stern Watch Agency is looking for a Vault Coordinator to join our team in New York City!

Role Description

The Vault Coordinator will be responsible for the efficient, meticulous operation of the vault, with a focus on inventory control, repair handling, localization compliance, and back-office administrative support. Maintaining precision, organization, and adherence to company standards is essential. The Vault Coordinator will play a key role in safeguarding workflow accuracy and ensuring seamless communication across technical and administrative teams.

Key Responsibilities

Essential duties and responsibilities include, but are not limited to:

• Conduct daily, weekly, and monthly inventories of work-in-progress to track:
  • Daily inbound and outbound transactions
  • Weekly repairs-in-progress inventory
  • End-of-month inventory reporting
• Ensure all incoming and outgoing repairs are accurately localized and scanned to appropriate locations.
• Monitor inventory movement and trends to support lean, efficient repair flow management.
• Facilitate monthly and ad-hoc integrity audits, ensuring accuracy in physical inventory and location scanning.
• Maintain a concise daily reconciliation system, coordinating physical batch preparations for the workshop, including:
  • Spare parts reconciliations
  • Case and technical workshop launches
  • Subcontracting staging
• Manage front and back office requests for access to finished goods.
• Oversee new goods transfer and logistics, including receipt, staging, and return of dial stamping products.
• Maintain a structured cleaning schedule for the vault environment, including daily (high-touch surfaces), bi-weekly, and monthly cleaning tasks.
• Support additional administrative or operational duties as needed to ensure smooth workshop operations

Qualifications

• A minimum of 3 years of relevant experience in inventory management, operations, or luxury goods environments.
• Prior experience in the luxury watch or luxury goods sector is highly preferred.
• Strong organizational, time management, multitasking, and administrative skills with keen attention to detail and accuracy.
• Effective communication skills and the ability to work collaboratively across technical and administrative departments.
• Proficiency with basic Microsoft Office Suite (Excel, Word, Outlook); SAP knowledge preferred.
• Ability to uphold standards of excellence and contribute to a high-functioning, detail-oriented team.

Location

New York, NY

Reports To

Planning Manager

Work Schedule

Full-Time (37.5 hours per work week)

Job Classification

Non-Exempt

Salary Range

$70,000 - $85,000

Commensurate with Experience

The Henri Stern Watch Agency is an equal opportunity employer.All applicants will be considered for employment without paying attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

About the Henri Stern Watch Agency, Inc.

The Henri Stern Watch Agency (HSWA) manages all of the business operations for Patek Philippe in the United States.Patek Philippe has a long and significant history in the US, with its timepieces being sold in this market since the 1850s.In 1935 Henri Stern, second-generation owner of Patek Philippe, solidified a presence in the US by leasing office space in Rockefeller Center, where the company remains.The Henri Stern Watch Agency was officially incorporated in 1946.Today, the company has 85 employees and is the sole distributor and official service center for the United States.Patek Philippe timepieces are currently offered at 38 authorized retail locations throughout the country.