Key Responsibilities and Required Skills for Jewelry Supply Coordinator

🎯 Role Definition

The Jewelry Supply Coordinator is the operational heart of the jewelry creation process, orchestrating the intricate journey of materials and products from concept to customer. This individual acts as the central point of contact between designers, suppliers, production workshops, and fulfillment centers. The role demands a meticulous approach to ensure the right components—from precious metals and gemstones to delicate findings—are in the right hands at the right time. Success in this position is critical for maintaining production momentum, upholding quality standards, and ensuring the efficient, timely delivery of beautifully crafted jewelry.

📈 Career Progression

Typical Career Path

Entry Point From:

Production Assistant
Inventory Clerk
Logistics Assistant

Advancement To:

Supply Chain Manager
Production Manager
Sourcing & Procurement Manager

Lateral Moves:

Merchandising Coordinator
Quality Assurance Specialist

Core Responsibilities

Primary Functions

Manage and execute the end-to-end purchase order process for all raw materials, components, and findings, from creation and issuance to tracking and final receipt.
Maintain constant and clear communication with a diverse network of domestic and international vendors to confirm order details, monitor production timelines, and proactively address any potential delays.
Diligently track all inbound and outbound shipments, coordinating with freight forwarders and customs brokers to ensure smooth transit and timely delivery of valuable goods.
Serve as the primary liaison between the design, product development, and production teams, ensuring a seamless flow of information regarding material availability and production capacity.
Meticulously maintain inventory accuracy within the company's ERP or inventory management system, performing regular data entry for receipts, transfers, and adjustments.
Orchestrate the logistics of moving components and semi-finished pieces between various external partners, such as casters, stone setters, polishers, and plating facilities.
Prepare, assemble, and distribute detailed production "kits" or job bags to in-house jewelers and external workshops, ensuring all necessary materials and instructions are included.
Conduct rigorous quality control inspections on all incoming materials and components to ensure they meet strict company standards for size, color, and quality before entering the production cycle.
Monitor work-in-progress (WIP) inventory levels across all production stages, identifying bottlenecks and collaborating with production managers to implement solutions.
Lead and participate in regular cycle counts and comprehensive physical inventory audits to reconcile system data with physical stock and investigate any discrepancies.
Develop and maintain a library of material specifications, pricing history, and supplier performance records to inform future purchasing decisions.
Generate and analyze key operational reports, including inventory on-hand, stock turnover rates, supplier lead times, and cost of goods, presenting findings to management.
Collaborate with the planning team to translate sales forecasts and demand plans into a tangible raw material purchasing and production strategy.
Manage the return-to-vendor (RTV) process for any non-conforming materials, ensuring proper documentation and timely resolution or credit.
Support the sourcing and onboarding of new suppliers, assisting in the evaluation of their capabilities, pricing, and quality standards to expand the vendor matrix.
Ensure all material movements are accurately documented, including transfers between internal stockrooms, workshop locations, and finishing partners.
Address and resolve any supply chain disruptions or issues with a sense of urgency, communicating impacts and recovery plans to all relevant stakeholders.
Oversee the management of findings and small components, implementing organizational systems to ensure these critical items are easily accessible and accurately tracked.

Secondary Functions

Assist in negotiating pricing, payment terms, and delivery schedules with suppliers to optimize costs and ensure favorable terms for the company.
Contribute to process improvement initiatives aimed at enhancing supply chain efficiency, reducing lead times, and minimizing costs.
Maintain compliance with industry-specific regulations and standards, such as the Kimberley Process for conflict-free diamonds and responsible sourcing protocols.
Support ad-hoc data requests and exploratory data analysis to answer specific business questions related to inventory or production.
Contribute to the organization's data strategy by providing user feedback on supply chain systems and suggesting improvements.
Collaborate with business units to translate operational needs into functional requirements for system enhancements.
Participate in planning sessions for the implementation of new supply chain software or process rollouts.

Required Skills & Competencies

Hard Skills (Technical)

ERP/MRP Systems: Advanced proficiency in enterprise resource planning or material requirements planning software (e.g., NetSuite, SAP, or other industry-specific platforms).
Inventory Management: Deep understanding of inventory control principles, including cycle counting, ABC analysis, and safety stock management.
Microsoft Excel: Expert-level skills, including pivot tables, VLOOKUPs, conditional formatting, and complex formula creation for data analysis and reporting.
Purchase Order Management: Competency in creating, tracking, and managing the full lifecycle of purchase orders.
Jewelry Production Knowledge: Familiarity with the key stages of jewelry manufacturing, such as casting, stone setting, polishing, and plating.
Materials Expertise: Working knowledge of precious metals, alloys, gemstones, diamonds (including the 4Cs), and various jewelry findings.
Logistics & Shipping: Experience coordinating domestic and international shipments, including familiarity with customs documentation and incoterms.
Vendor Relationship Management (VRM): Proven ability to manage supplier communications, performance, and relationships effectively.
Data Analysis & Reporting: Skill in pulling data from various systems to create clear, actionable reports on inventory, costs, and performance.
Quality Control (QC) Processes: Ability to perform visual and tool-assisted inspections (e.g., using calipers, loupes) against technical specifications.

Soft Skills

Extreme Attention to Detail: An exceptional eye for detail is non-negotiable when dealing with valuable, small, and intricate components.
Proactive Problem-Solving: The ability to anticipate potential issues, identify root causes, and independently develop effective solutions.
Superior Organizational Skills: Masterful ability to manage multiple priorities, tasks, and deadlines simultaneously in a fast-paced environment.
Clear & Concise Communication: Excellent verbal and written communication skills for interacting with internal teams and external global partners.
Adaptability & Composure: The capacity to remain calm and focused under pressure, adapting quickly to changing priorities and unexpected challenges.
Collaborative Mindset: A strong team player who builds positive relationships and works effectively across different departments.
Negotiation & Influence: The confidence to tactfully negotiate with suppliers on timelines and resolve discrepancies.
Sense of Urgency: A self-motivated drive to complete tasks efficiently and ensure the production pipeline is always moving forward.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or equivalent professional experience.

Preferred Education:

Bachelor's Degree.

Relevant Fields of Study:

Supply Chain Management
Business Administration
Logistics
Operations Management

Experience Requirements

Typical Experience Range:

2-5 years of experience in a supply chain, inventory control, or production coordination role.

Preferred:

Prior experience within the fine jewelry, fashion, accessories, or luxury goods sector is strongly preferred and provides a significant advantage.