Jewelry Operations Associate (JOA) / Back Office Manager

Job Description

Company Description Etho Maria Fine Jewelry is a luxury jewelry brand known for high-quality craftsmanship and exclusive designs. The company focuses on providing a refined client experience through personalized service and carefully curated collections. Etho Maria works closely with discerning clients, retailers, and partners in the fine jewelry industry. The team values professionalism, attention to detail, and strong product knowledge to support its reputation in the luxury market.

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We are seeking a detail-oriented, highly organized Jewelry Operations Associate (JOA) / Back Office Manager to oversee day-to-day inventory control, logistics, and ERP record-keeping for our luxury high jewelry operations.

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This role serves as the central operational backbone of our office, ensuring complete data accuracy across wholesale consignments, retail inventory, and international shipments. The ideal candidate thrives in a high-volume, high-value environment where meticulous documentation and systematic stock control are non-negotiable.

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Key Responsibilities

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Inventory Control & Compliance

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• Conduct mandatory monthly cycle counts and physical inventory reconciliations across all locations and account categories.
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• Maintain real-time tracking of high-value inventory in Soft1, ensuring every transfer, memo, and sale is accurately logged.
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• Enforce strict check-in/check-out vault protocols for sales presentations, photo shoots, and external client viewings.
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Shipments, Memos & Logistics

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• Receive, verify, and tag all incoming stock, validating piece counts and specifications against manifests.
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• Process all outbound shipments, return-to-vendor (RTV) transactions, and consignment memos.
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• Ensure mandatory documentation standards are met for every transaction (including tracking numbers, RTV codes, and purchase order numbers) before finalizing records in Soft1.
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Wholesale & Department Store Operations Support

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• Assist account leads with inventory allocations and transfers across department stores and independent retail partners.
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• Prepare and reconcile stock lists for upcoming trade shows, client events, and trunk show activations.
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• Track and manage repair logs, special orders, and local workshop transfers.
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Governance & Compliance

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• Policy & SOP Adherence: Maintain strict compliance with all company standard operating procedures (SOPs), security protocols, vault access rules, and data entry guidelines.
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• Audit & Loss Prevention: Actively participate in internal inventory audits, discrepancy investigations, and security compliance checks.
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• Data Integrity & Record-Keeping: Maintain absolute accuracy and audit-ready documentation for all physical movements, Soft1 logs, shipping records, and memo returns.
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• Operational Flexibility: Execute additional operational, administrative, or logistical tasks as assigned by management to support business needs.
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Key Qualifications

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• Experience: 1–2+ years in back-office operations, inventory control, or stockroom management within luxury retail, high jewelry, or fine timepieces.
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• Education: High School Diploma or equivalent required; Bachelor's degree preferred.
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• Systems Proficiency: Experience using ERP inventory software (Soft1 or similar systems like SAP, NetSuite, or POS tools) and Microsoft Office Suite.
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• Attention to Detail: Absolute accuracy with numerical data, SKUs, and inventory tags, paired with strong administrative and organizational skills.
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• Logistics Knowledge: Familiarity with high-value shipping protocols, customs/carnet documentation, and retail consignment processing.
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• Communication: Clear, professional verbal and written communication skills for cross-office coordination.
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Compensation & Application

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• Compensation: Disclosed during the interview process.
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• To Apply: Please submit your resume and cover letter to View email address on ziprecruiter.com and View email address on ziprecruiter.com .
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