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Key Responsibilities and Required Skills for Jewelry Inventory Clerk

💰 $ - $

Inventory ManagementRetailLuxury GoodsLogistics

🎯 Role Definition

The Jewelry Inventory Clerk serves as the guardian of a company's most precious assets. This role is foundational to the operational success and financial integrity of a jewelry business, ensuring that every piece—from raw materials to finished high-end jewelry—is accurately accounted for, securely stored, and meticulously tracked throughout its lifecycle. This position demands an unparalleled level of precision, integrity, and organizational skill, bridging the gap between supply chain, sales, and security to maintain a flawless inventory system.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Retail Sales Associate (with a focus on jewelry)
  • Stockroom Assistant
  • Administrative Assistant (in a related industry)

Advancement To:

  • Senior Inventory Analyst
  • Inventory Manager
  • Loss Prevention Specialist

Lateral Moves:

  • Jewelry Merchandising Assistant
  • Quality Control Specialist

Core Responsibilities

Primary Functions

  • Diligently receive, unpack, and meticulously verify all incoming shipments of fine jewelry, loose stones, and raw materials against purchase orders and vendor invoices to ensure accuracy in quantity, style, and specifications.
  • Perform detailed quality control inspections on all new and returned merchandise, identifying and documenting any defects, damages, or deviations from quality standards before accepting items into stock.
  • Accurately and efficiently create, assign, and affix SKU tags, price labels, and security sensors to each inventory item, ensuring all product information is correct and legible.
  • Execute precise data entry of all new inventory into the company's inventory management system (ERP/POS), including detailed product descriptions, costs, weights, and gemstone specifications.
  • Maintain the physical organization and security of the stockroom, vault, and all inventory storage areas, ensuring items are logically arranged and easily accessible for fulfillment.
  • Conduct regular, systematic cycle counts and comprehensive annual physical inventories, investigating and resolving any discrepancies between physical stock and system records with a high degree of analytical rigor.
  • Process and manage all inventory movements, including transfers between store locations, shipments to clients, and items allocated for repair or consignment, ensuring all transactions are documented in real-time.
  • Prepare and securely package merchandise for customer orders, inter-store transfers, and vendor returns, ensuring all items are protected and shipping documentation is accurate.
  • Manage the returns and exchanges process by inspecting returned goods, processing them back into inventory, and updating system records to reflect the transaction accurately.
  • Generate and analyze routine inventory reports for management, highlighting key metrics such as stock levels, inventory turnover, aging stock, and sell-through rates.
  • Maintain meticulous logs for high-value merchandise, tracking every movement in and out of the vault to ensure a complete and unbroken chain of custody.
  • Collaborate closely with the sales team to quickly locate and retrieve merchandise for client viewings and to provide real-time updates on stock availability.
  • Assist the merchandising and marketing teams by pulling, preparing, and tracking items for professional photography, trunk shows, and marketing events.
  • Strictly adhere to all company security protocols and loss prevention policies regarding the handling, storage, and transportation of high-value assets.
  • Communicate effectively with vendors and suppliers to report and resolve shipment errors, quality issues, or damaged goods in a timely and professional manner.
  • Manage inventory for repair orders, including receiving client items, creating service orders, tracking items sent to jewelers, and notifying clients upon completion.
  • Maintain an organized system for filing and archiving all inventory-related documentation, such as purchase orders, packing slips, transfer forms, and discrepancy reports.
  • Proactively identify slow-moving or obsolete inventory and bring it to the attention of the merchandising or management team for strategic disposition.
  • Monitor and maintain adequate levels of inventory-related supplies, including tagging materials, packaging, and shipping boxes, placing orders as needed.
  • Support internal and external audits by providing accurate documentation, explaining processes, and assisting with the physical verification of inventory assets.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis from management and other departments.
  • Contribute to the continuous improvement of inventory control procedures and security protocols.
  • Collaborate with business units like Sales and Merchandising to translate merchandise needs into actionable inventory tasks.
  • Participate in regular team meetings and planning sessions to ensure alignment with sales and operational goals.

Required Skills & Competencies

Hard Skills (Technical)

  • Inventory Management Software: Proficiency in enterprise resource planning (ERP) or point-of-sale (POS) systems for data entry, tracking, and reporting.
  • Microsoft Excel: Advanced skills for data manipulation, creating pivot tables, using VLOOKUP, and reconciling complex inventory reports.
  • Data Entry Accuracy: A high degree of speed and precision in typing and data input to maintain the absolute integrity of inventory records.
  • Mathematical Aptitude: Strong numerical skills for performing calculations, reconciling counts, and understanding cost and margin data.
  • Jewelry & Gemstone Knowledge: A foundational understanding of fine jewelry terminology, including precious metals, diamond 4Cs, gemstone types, and quality characteristics.
  • Quality Control Inspection: The ability to visually inspect jewelry for craftsmanship flaws, stone security, and overall quality against established standards.
  • Logistics Coordination: Experience with shipping carriers (e.g., FedEx, UPS) and understanding of secure shipping procedures for high-value goods.

Soft Skills

  • Exceptional Attention to Detail: An unwavering focus on precision, essential for handling small, high-value items and ensuring zero-error data.
  • Unquestionable Integrity & Honesty: A strong ethical compass and trustworthiness, which are non-negotiable for a role with access to valuable assets.
  • Superior Organizational Skills: The ability to systematically manage a large volume of unique items, maintain an orderly environment, and prioritize tasks effectively under pressure.
  • Analytical & Problem-Solving Acumen: The capability to independently investigate inventory discrepancies, identify root causes, and propose effective solutions.
  • Clear & Concise Communication: The ability to articulate inventory status, issues, and needs clearly to sales staff, management, and vendors both verbally and in writing.
  • Dependability & Reliability: A consistent and responsible performer who can be trusted to manage duties and follow security protocols without constant supervision.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree in a relevant field.

Relevant Fields of Study:

  • Business Administration
  • Supply Chain Management

Experience Requirements

Typical Experience Range: 1-3 years of experience in inventory control, stockroom management, or a related role.

Preferred: Direct experience managing inventory within the fine jewelry, luxury retail, or auction house environment is highly desirable. GIA certification or coursework is a significant plus.

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