Operations Coordinator

Job Summary:

The primary focus of this position is the efficient and diligent operation of the Salon vault on a daily basis, with a meticulous approach to inventory control, merchandise transfers, quality assurance, handling, Policy compliance and back office retail support.

Key Responsibilities include:

Vault Operation:

• Assist in the day to day operation of the Salon vault.
• Conduct the daily opening and closing procedures and comply with all Security requirements.
• Accurately record and reconcile incoming and outgoing merchandise to and from the vault.
• Display and exercise merchandise organization skills per product range in the vault area.
• Establish proper knowledge of jewelry and timepiece collections and inventory and how to search for these items efficiently.
• Act as a reliable back up and develop communication with Salon staff.
• Operate in compliance to HW policy and guidelines.

Inventory Count:

• Conduct and assist with vault counts at least twice daily and comply with current and future inventory reconciliation procedures.
• Perform monthly physical inventory of merchandise.
• Responsible for signing merchandise in and out of the vault and reconciling inventory daily.
• Maintain a concise and accurate daily reconciliation system as per HW guidelines.
• Assist with inventory reconciliation requests in Harry Winston and Swatch Group inventory systems.

Merchandise Transfers and Logistics:

• Coordinate domestic / international shipping, photo shoots, loan requests, as well as external event transfers and produce appropriate documentation.
• Coordinate Client Owned Merchandise transfers for local / international repairs and produce appropriate documentation.
• Assist with stock replenishment requests, client appointment requests and provide feedback as required.
• Ensure compliance with local and international legislation regarding international transfers.
• Ensure compliance with HW policies and guidelines regarding merchandise transfers.

Inventory system use:

• Responsible for executing all systems related processes that relate to the daily vault operation, Retail Operations and sales support, such as:
• Sales invoicing and credit.
• Capturing client related data.
• Product searches, item presentations.
• Inventory tracking and stock reconciliation processes.
• Repair management process.
• Merchandising transfers and Logistics related process.
• Quality Assurance process and reporting.
• Back office reporting.

Quality Assurance and Merchandise Handling:

• Inspect and report inbound and outbound jewelry merchandise transfers, memo returns, repairs, items of stock and Client Owned Merchandise in accordance to current QA policies and procedures.
• Generate and communicate all QA related documentation.
• Ensure proper care and handling of all merchandise and company assets.
• Ensure compliance with all departmental procedures that relate to merchandise handling and enforce consistency on the use of these procedures such as the “Retail Quality Assurance”, “Care and Handling” and “Packing Standards” guidelines.

Retail Operations:

• Assist with the execution of daily sales and credit supporting documentation report to Accounting as required.
• Assist with Salon daily sales, transaction and inventory reporting requirements as required.
• Ensure HW Policy compliance in all aspects of the day to day business.

Back Office:

• Ensure that all supplies in the vault are fully working and replenished when necessary.
• Maintain inventory of basic supplies.
• Assist with replenishment of Salon supply orders as required.
• Maintain an efficient and organized filing system.
• Maintain a clean and organized space at all times.

Job Qualifications:

• Minimum of 2 years related work experience.
• Inventory control experience preferred.
• Prior experience in luxury goods.
• Proficient in Microsoft Office.
• Ability to multitask and work in a fast-paced environment a must.
• Ability to work under high pressure situations and react quickly is a must.
• Proven analytical, organizational and creative problem-solving abilities.
• Detail orientation a must.
• Jewelry/Watch Inspection experience preferred.
• Proficiency in written and spoken English is a must.
• Excellent listening, written and oral communication skills.
• Strong service orientation, highly self-motivated, energetic and directed.
• Undergraduate degree preferred.