Administration Specialist - Stock department

The Business Administration team plays a crucial role in our operational business by overseeing daily detailed administration and process tasks, and ensuring that all stock procedures and audit requirements are respected. As an Administrative Specialist, you will be responsible to support the overall business regarding the administration, GIA and stock functions. This is a unique opportunity to join a team of experts, working in a growing business environment.

Main Responsibilities:

Administration Management

• Responsible to coordinate GIA certificate operations
• Monitoring stock movements: preparation and production of stock transit-passports (stores, meeting, exhibitions)
• Alerting key management when issues with processes, movement of stock etc arise

Administration General:

• Planner & organiser of GIA inventory & library
• Coordinate safe-transit practice with key Management teams
• Keep inventory records
• SAP: Responsible that physical stock is aligned with the stock informatically

Detail of the missions:

Product passports:

• Coordinate the passports of the products for HQ and the markets
• Print and allocate the passports according to the stock movements
• Ensure that a valid passport & the required paperwork is always attached to a piece before shipping
• Ensure that the passports are accurate: capture and image veracity, pricing, certificates

Manage Disassembly

• Disassembly, to support business needs
• Manage reallocation of GIA Certificates as appropriate
• Manage Disassembly log & audit tracking for disassembled materials

Image Database

• Maintain the image bank for SAP, excel add-ins and passports
• Track the Studio for white images

GIA certificates:

Database management

• New certificates: receipt, administration and filing
• Certificate library: update, control and audit
• Maintain the Graff GIA Archive
• Maintenance of all procurement documents and administrative tracking logs

Follow-up sales:

• Oversee and track the global GIA requests
• Gather and distribute certificates in a timely manner
• Weekly GIA report summaries for Management
• Liaise with Logistics to arrange daily certificate shipments and track distribution

Others:

• Partner with IT to improve the system and the efficiency of the team
• Challenge and improve processes when necessary. Lead and coordinate with the different teams
• Additional ad hoc projects and responsibilities

Professional competencies and skills:

• Background in Jewellery or in luxury is mandatory
• Passionate about diamonds /gemstones would be greatly appreciated
• GIA qualification is a plus
• Experience in an Administrative management role is ideal
• Detail oriented and excellent organization and follow-up skills
• Proactive and adaptable
• Ability to handle several projects simultaneously, manage high work load and emphasis on prioritization and changing deadlines
• Commercially driven
• Problem solver
• Team player and diplomatic
• Ability to interact effectively with peers and senior management
• Ability to work in a fast-paced environment
• Office skills and SAP system knowledge a plus