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.