Diamond Certification & Administration Coordinator

Overview

The Administration and Certificate Coordinator is responsible for managing the organisation and distribution of the stone certificates for jewellery inventory; the successful candidate will ensure that all certificates are correctly matched to corresponding jewellery codes, stored securely in the system and dispatched promptly when required.

This role requires exceptional attention to detail, strong organisational skills, and the ability to work at speed without compromising accuracy.

Key Responsibilities

Certificate Processing & Filing

• Receive, log, and process large number of certificates on a weekly basis.
• Match certificates accurately to the corresponding jewellery reference numbers, product
• details, and inventory systems. Check the data is correct in tracking logs, SAP for Business
• reporting.
• File and store certificates in a structured archive/library system for efficient retrieval.
• Maintain a focussed filing system for exceptional certificates.

Global Certificate Dispatch

• Prepare and ship certificates to different locations very week.
• Ensure all dispatches are logged, tracked and recorded to maintain accuracy.

Archive & Database Management

• Maintain, organised and secure physical and/or digital certificate archive.
• Update records in the internal database to reflect certificate location, status, and movement.
• Implement systematic filing protocols to ensure compliance and ease of access.
• Cross-Department Coordination
• Liaise with Procurement, Logistics, Sales Liaison and Sales teams to provide certificates when required.
• Support internal and external audits by locating and verifying certificates efficiently.

Skills & Qualifications

Essential

• Proven experience in administrative or document control roles, ideally in library, archival,
• inventory or accounting department.
• High level of accuracy and attention to detail when handling large volumes of data.
• Strong organisational skills with the ability to prioritise workloads effectively.
• Proficient in Microsoft Office (Excel, Word, Outlook) and database management systems
• (SAP).
• Ability to proactively meet weekly targets (processing and dispatch deadlines).
• Excellent communication skills.

Desirable

• Knowledge of jewellery and stones is a plus but not mandatory.
• A previous experience is the luxury industry is preferable.

Key Attributes

• Methodical and process-driven with a passion for organisation.
• Trustworthy and reliable (competent at handling high-value documentation)
• Calm under pressure with a commitment to accuracy at speed.
• Clear communicator and effective inter-department collaborator.

Requirements

• Highly literate with proven organisational skills.
• Excellent Communication.
• Able to initiate, prioritise and multi-task.
• Focussed on timely project and task delivery.
• Enthusiastic, self-motivated with high attention to detail.
• SAP experience desirable.
• Good excel skills required.