Jewellery Coordinator

Overview of the role:

The primary role of the Jewellery Coordinator is to manage the Sotheby’s Jewellery and Sotheby’s Diamond inventory, alongside working as part of a team providing support to the Specialists and Sales Director to ensure the department operates smoothly.

Responsibilities include:

Inventory & Stock management

• Update all loose stock on the database: new stock, consignment prices and locations
• Update all finished stock on the database: track location
• Order and monitor all packaging requirements
• Organise shipments through the SAP stock systems
• Manage and coordinate inventory checks
• Keep track of all movement of jewellery consignments on the SAP stock system every time the consignment is temporarily released from the safe for photo-shooting, Travex exhibition or examination etc.
• Tagging and packing jewellery
• Printing tags, tagging each item of property and packing for transport to TravEx/local exhibition
• Condition reports and certificates
• Label condition reports and certificates according to the related item ID
• Workshop and laboratory visits to be scheduled for most efficient use of time i.e. weekly
• Jewellery items to be delivered/collected for repair/adjustment
• Loose stones to be delivered/collected for certification
• Create paper and google files for staff and client reference

Property and display co-ordination

• Display forms (stored at Baltrans)
• Check inventory of new forms and establish storage and recall procedure
  
• Prepare old forms to be distributed to Travel Exhibition (TraveEx) locations. Arrange disposal of damaged forms
• Prepare forms for upcoming exhibitions
• Exhibition set up/break down
• Unpacking of display forms and assist with placement in showcases
• Assist with jewellery handling and display into the showcases
• Assist with placing jewellery in to the safe for overnight storage
• Assist pack-up of display forms and jewellery at the exhibition close
• Consolidated Shipments from London/Paris/Geneva/New York
• Coordinate with sending office of item to be included
• Keep Asia Jewellery specialists and RM informed of status and arrival
• Condition check of items received
• TravEx
• Liaise with Specialists and Shipping teams to co-ordinate property and location
• Arrange release of consignments from the safe for photo-shooting

Department Support

• On occasion organize travel & managing travel expenses for the Deputy Chairman, Jewellery, Asia
• Support the specialists with valuations and ensuring they are captured in the system
• Organize and coordinate department meetings and conference calls, take and distributes minutes
• Deal effectively with general queries, problem solving and follow tasks through to completion
• Maintain and update any relevant catalogue archives
• Dealing effectively with client’s general queries, problem solving and following tasks through to completion
• Develop and maintain a comprehensive log of all systems, including jewellery examining stations, safe and storage details and operational equipment.

Projects

• Support sales, events and business-related matters as may be required
• Coordinate the relocation of office systems, ensuring all technical and logistical aspects are managed effectively.
• Liaise with the Registrars, Operations, and other relevant departments to align system relocation with departmental needs and timelines.
• Assist in system layouts for the new office to optimize space utilization and workflow efficiency.
• Oversee the packing, labelling, and tracking of systems and equipment to prevent loss or damage during the move.
• Ensure that all systems are fully operational post-move and address any issues that arise during the transition period.
• Provide regular updates to supervisors on the progress of system relocation and integration.
• Collaborate with external vendors and service providers as needed to support the move.

Skills / Competencies / Experience:

• Degree educated or equivalent
• Ideally will hold the GIA Graduate Gemmology qualification or equivalent
• Experience of the auction and retail jewellery sector
• Knowledge of shipping goods internationally beneficial
• Strong Excel knowledge required and experience of SAP desirable
• Ability to prioritise and work to multiple deadlines on multiple tasks, excellent organisation skills.
• Highest levels of attention to detail, security conscious
• Excellent organizational skills with the ability to manage multiple tasks and priorities in a dynamic environment.
• Detail-oriented with a focus on accuracy and efficiency in logging and tracking systems.
• Ability to adapt to changing circumstances and problem-solve under pressure.
• Strong analytical, communication and interpersonal skills, with the ability to work effectively across different departments and teams.
• Self-motivated with a proactive approach and a willingness to take on a wide variety of tasks
• Must be fluent in English and Cantonese, Mandarin beneficial. Must be able to read and write Traditional Chinese.

The information provided will be treated in strict confidence and be used only for consideration of your application for relevant / similar posts within the Group/ Company.