Administrative Coordinator

Who We Are

At Diamond Cellar, we believe in more than fine jewelry and timepieces — we believe in creating experiences that last a lifetime. For over 78 years, we have been a trusted name in luxury, known for our unmatched craftsmanship, and prestigious brand partners including Patek Philippe, Rolex, and David Yurman. We pride ourselves on delivering unparalleled customer service. Diamond Cellar is dedicated to our employees – we foster a supportive and fun working environment which has led to a loyal team of employees who have been with us for decades.

What will you do as the Administrative Coordinator?

The Administrative Coordinator (Jewelry Repair Shop) provides essential administrative support to ensure smooth day to day operations of the shop department. This role focuses on providing top-level administrative support for the Director of Manufacturing, assisting with workflow coordination, conduct repair and custom estimates, supporting quality control processes, and facilitating communication between staff, vendors, and customers. This position contributes to operational efficiency by ensuring accurate data management, organized shop operations, and timely communication to support the team’s goals.

• Director of Manufacturing Administrative Support
• Assists with scheduling, preparing reports, organizing documents, and cross department initiatives.
• Handles communication, data collection, and reporting to aid leadership decision-making.
• Processes and approve invoices.
• Maintains confidentiality with all sensitive information.
• Equipment Ordering
• Manages ordering routine shop equipment from vendors. (ex. Oxygen, soap, solutions, etc.)
• Orders all supplies for the Shop and related operations.
• Shop Workflow Coordination
• Manages custom job coordination, sorting, and prioritization.
• Manages logging and sorting of customer jobs in designated system.
• Schedules and routes jobs to craftspeople as directed and monitor workflow status.
• Internal and External Communications
• Serves as liaison with sales staff and vendors on repair status, timelines, and parts orders.
• Keeps precise records of communications and maintains documentation integrity.
• Supports effective interactions with internal teams and brand partners.
• Quality Control Documentation
• Documents quality check outcomes for frequency and improvement reporting.
• Assists with updates and organizing standard operating procedures (SOPs) and training materials.
• Training Program Support
• Prepares materials for Shop training sessions. and documents training schedule
• Documents and communicates the training schedule to team members.
• Other related duties as assigned.
  

What are we looking for in an Administrative Coordinator?

• Relevant experience in an administrative role in the jewelry industry, or related field
• Familiarity the jewelry repair processes, or service support, a plus
• Exceptional organizational skills to manage multiple tasks and maintain an orderly work environment.
• Excellent verbal and written communication skills to effectively liaise with team members, sales staff, and vendors.
• Ability to handle confidential information with professionalism and discretion.
• Strong problem-solving skills and a proactive approach to supporting daily operations.
• Ability to work collaboratively within a team environment, fostering positive working relationships.
• Excellent computing skills and proficiency in Microsoft 365 (e.g. Word, Excel, Teams).
  
  

Why would you love working for Diamond Cellar?

• Medical, Dental, Vision coverage – Medical coverage starts day one
• Short Term Disability & Long Term Disability coverage fully company paid (remove for Tulsa)
• Employee Discount
• Company paid life insurance
• 401(k) program with a company discretionary match
• Paid Time Off
• Work-Life Balance – our stores are closed in the evenings and on Sunday
• Bonus Program
• Opportunity to work with the top brands in the luxury jewelry space
• Be a part of a passionate, loyal, dedicated team
  
  

If you’re passionate about luxury and creating unforgettable experiences, apply today and become part of the Diamond Cellar family!

Diamond Cellar is an Equal Opportunity Employer.

All candidates must have the legal right to work in the United States.

Selected candidate must be willing to undergo a background check and drug screening.