Key Responsibilities and Required Skills for Jewelry Inventory Specialist

🎯 Role Definition

As a Jewelry Inventory Specialist, you will be the guardian of our company's most precious assets. This is a pivotal role that sits at the intersection of logistics, data analysis, and quality control, directly impacting our operational efficiency and profitability. You will take complete ownership of the inventory lifecycle, from the secure receiving of new pieces from world-class designers and manufacturers to the final reconciliation after a sale. Your expertise will ensure that our inventory data is flawless, our physical stock is secure, and our supply chain operations run seamlessly. This position requires an individual with unwavering integrity, exceptional attention to detail, and the ability to thrive in a fast-paced, high-stakes environment. You will be instrumental in supporting our sales, e-commerce, and executive teams with accurate, real-time inventory information.

📈 Career Progression

Typical Career Path

Entry Point From:

Retail Sales Associate (with a focus on Jewelry)
Inventory Clerk or Stock Associate (in a related industry)
Logistics or Shipping Coordinator

Advancement To:

Senior Inventory Analyst or Inventory Manager
Supply Chain Manager
Merchandising or Product Manager
Director of Operations

Lateral Moves:

Merchandising Assistant or Coordinator
Logistics Analyst
Junior Buyer

Core Responsibilities

Primary Functions

Execute daily, weekly, and monthly cycle counts and physical inventories with extreme precision to ensure system data perfectly matches physical stock.
Manage the end-to-end process for all incoming and outgoing shipments, including verification of items against packing lists, quality control inspection, and secure packaging of high-value merchandise.
Maintain and update a complex inventory management system (ERP/POS) with 100% accuracy, entering detailed product attributes such as SKU, metal type, carat weight, stone quality, and vendor information.
Investigate and meticulously resolve any inventory discrepancies by researching transaction histories, liaising with sales staff, and reviewing shipping records.
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Oversee the entire lifecycle of special orders and custom design pieces, tracking their progress from sourcing and production to final delivery to the client.
Coordinate the secure and timely transfer of jewelry between multiple retail locations, pop-up shops, and vaults, maintaining a clear chain of custody at all times.
Process and manage customer returns (RMAs) and vendor returns (RTVs), including condition assessment, system updates, and appropriate restocking or repair routing.
Implement and enforce strict security protocols for the handling, storage, and movement of all jewelry and precious materials to prevent loss or damage.
Prepare and analyze detailed inventory reports on key metrics, including inventory turnover, sell-through rates, stock aging, and stock-to-sales ratios for management review.
Collaborate closely with the sales and marketing teams to ensure product availability for promotions, events, and key selling seasons.
Manage and reconcile memo and consignment inventory, tracking items loaned to press, stylists, or other partners and ensuring their timely and safe return.
Generate and affix all product identification, including price tags, barcodes, and RFID tags, ensuring all information is correct and consistently applied.
Perform rigorous quality control checks on all new and returned merchandise, identifying any defects, damages, or deviations from our high-quality standards.
Liaise with jewelers and repair workshops to manage the flow of items for resizing, cleaning, and repair, tracking status and ensuring prompt turnaround.
Forecast inventory needs based on historical sales data, seasonal trends, and upcoming marketing campaigns to recommend reorders and strategic purchases.
Assist the buying and merchandising teams by providing data-driven insights on product performance to inform future purchasing decisions.
Maintain meticulous digital and physical records, including GIA/AGS certificates and appraisal documentation, ensuring they are correctly associated with their corresponding jewelry pieces.
Support the finance and accounting departments during internal and external audits by providing accurate inventory valuation reports and transaction histories.
Continuously evaluate and recommend improvements to inventory control procedures, systems, and workflows to enhance efficiency, accuracy, and security.
Train sales associates and new team members on proper inventory handling procedures, security protocols, and system usage.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to uncover trends in inventory movement and sales.
Contribute to the organization's data strategy and roadmap, particularly regarding inventory data integrity and accessibility.
Collaborate with business units to translate data needs related to inventory into engineering and system requirements.
Participate in sprint planning and agile ceremonies if part of a data-focused or system implementation team.

Required Skills & Competencies

Hard Skills (Technical)

Inventory Management Systems: Advanced proficiency in at least one major ERP or specialized inventory system (e.g., NetSuite, SAP, Lightspeed, The Edge, JewelBase).
Microsoft Excel Mastery: Expert-level skills, including pivot tables, VLOOKUP/HLOOKUP/XLOOKUP, complex formulas, and data analysis functions.
Point of Sale (POS) Systems: Hands-on experience with retail POS systems and their inventory management modules.
Data Analysis & Reporting: Ability to generate, analyze, and interpret inventory data to create actionable reports and dashboards.
Supply Chain & Logistics: Strong understanding of shipping, receiving, and logistics principles, especially for high-value goods.
Jewelry & Gemstone Knowledge: Foundational knowledge of precious metals, diamonds (the 4Cs), and colored gemstones. GIA certification is a significant plus.
Quality Control Principles: Experience in inspecting products for defects and ensuring they meet stringent quality standards.
Barcode & RFID Technology: Familiarity with using and troubleshooting handheld scanners and other inventory tracking technologies.
Database Management: Basic understanding of database principles for ensuring data integrity and accuracy.
Security Protocols: Experience in a role requiring strict adherence to security and loss prevention procedures.
Financial Acumen: Basic understanding of how inventory valuation, aging, and turnover impact financial statements.

Soft Skills

Extreme Attention to Detail: An ability to spot the smallest inconsistencies and a commitment to perfection in data and physical counts.
Unquestionable Integrity & Trustworthiness: Essential for handling high-value assets and sensitive information.
Superior Organizational Skills: The ability to manage multiple tasks, priorities, and a large volume of valuable items simultaneously.
Analytical & Problem-Solving Mindset: A natural curiosity to investigate discrepancies and find the root cause of any issue.
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Clear & Concise Communication: Ability to communicate effectively with diverse teams, from sales associates to senior executives.
Proactive & Self-Motivated: A "take-ownership" attitude with the drive to improve processes without constant supervision.
Adaptability & Composure: The capacity to thrive in a dynamic, fast-paced retail environment and remain calm under pressure.
Collaborative Spirit: A team player who works well with others to achieve common goals.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent. An Associate's Degree is often preferred.

Preferred Education:

Bachelor's Degree from an accredited university or college.

Relevant Fields of Study:

Supply Chain Management & Logistics
Business Administration
Accounting or Finance
Retail Management

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in inventory control, inventory analysis, or a similar stock management role.

Preferred:

Prior experience working directly in the fine jewelry, watch, or luxury goods industry is strongly preferred.
Experience in a multi-store retail environment or a company with a significant e-commerce presence is highly desirable.
Gemological Institute of America (GIA) certifications (e.g., Graduate Diamonds, AJP) are a major asset.