Inventory Coordinator

SUMMARY OF THE DEPARTMENT

The Product Department is responsible for shaping and sustaining Springer’s non-Rolex product assortment through a disciplined balance of data, market insight, and brand judgment. The department oversees product strategy, assortment planning, lifecycle management, vendor partnerships, and market intelligence to ensure inventory decisions align with client demand, financial performance, and brand positioning.

Operating at the intersection of analytics and execution, the Product Department works closely with Retail Operations to ensure inventory is accurately processed, properly documented, and operationally supported across all retail locations.

SUMMARY OF THE POSITION

The Inventory Coordinator is responsible for the accurate processing, tracking, and operational management of inventory at the store level. This role supports both the Product Department and Retail Operations by ensuring inventory movement, documentation, system accuracy, and reconciliation processes are executed consistently and correctly.

The Inventory Coordinator serves as a critical link between Product strategy and retail execution. This role supports sales, service, and operations teams by maintaining inventory integrity, facilitating transfers and special orders, managing memo inventory, and supporting physical inventory counts. Accuracy, organization, and process discipline are essential to success in this role.

Depending on location, the Inventory Coordinator reports to either the Director of Product or the Retail Operations Manager and works closely with Store Management, Product roles, and other Inventory Coordinators across locations.

CORE HOURS

This role may be structured as full-time or part-time based on business needs, operational volume, and location requirements. Scheduling and coverage expectations are determined by operational demand and may include evenings, weekends, holidays, and peak business periods. In cases where the role is part-time or combined with other responsibilities, scope and time allocation will be defined through a separate position agreement.

CORE RESPONSIBILITIES

Inventory Processing & System Accuracy

• Receive, tag, price, photograph, and properly disperse incoming inventory
• Ensure all inventory is accurately entered, updated, and maintained within the ERP (S2K)
• Maintain inventory tags, research discrepancies, and process price updates
• Remove items from inventory when returned, unsellable, scrapped, or otherwise exited
• Approve and code inventory invoices once stock is processed and ready for accounting

Transfers, Shipping & Logistics

• Coordinate inter-store transfers, including documentation, tracking, and receipt confirmation
• Process laydowns for inter-store client pickups and coordinate client notifications
• Fulfill outgoing shipments, vendor returns, and drop-ship memo returns
• Support website and Shopify order fulfillment where applicable by location
• Maintain transfer logs and follow up on all outstanding movements

Special Orders, Memo & Layaway Management

• Manage special orders from entry through fulfillment and closure
• Organize, log, track, and reconcile memo inventory
• Monitor memo aging and ensure timely return of unsold items
• Perform layaway reconciliations and delegate open items for closure as needed
• Maintain pending reports and flag discrepancies or missed inventory opportunities

Inventory Audits & Reconciliation

• Support bi-weekly and monthly department inventories as scheduled
• Perform diamond inscription verification and item audits
• Participate in year-end physical inventory counts across locations
• Assist with discrepancy resolution, missing lists, and reconciliation reporting
• Maintain documentation supporting inventory accuracy and audit readiness

Store & Cross-Functional Support

• Respond to inventory-related inquiries from Sales, Service, and Store Management
• Support in-store inventory setup as needed
• Assist with trunk show preparation, event support, and temporary inventory movements
• Coordinate donated items once approved by leadership
• Contribute to process documentation and continuous improvement initiatives

SENIOR INVENTORY COORDINATOR — ADDITIONAL SCOPE

In addition to the responsibilities outlined above, a Senior Inventory Coordinator may be accountable for expanded oversight and leadership across locations, including:

• Serving as the primary subject-matter resource for ERP (S2K) inventory processing standards
• Supporting system training, audits, and complex inventory inquiries across locations
• Managing company-wide inventory adjustments (damaged, scrap, donations, RFC)
• Conducting or supporting cross-location audits and inventory training visits
• Reviewing company-wide inventory reports, discrepancies, and reconciliation summaries
• Supporting monthly, bi-weekly, and end-of-period inventory procedures at a higher level

Senior scope is determined by business need, experience, and leadership assignment and does not represent a separate position description.

KEY PERFORMANCE INDICATORS (KPIs)

• Inventory accuracy and reconciliation rates
• Timeliness and accuracy of transfers, tagging, and system updates
• Reduction of aged, unresolved, or misclassified inventory
• Accuracy of memo, layaway, and special order tracking
• Audit readiness and discrepancy resolution effectiveness
• Cross-location consistency in inventory processing standards

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

• Ability to work in retail, office, and inventory storage environments
• Ability to handle and inspect fine jewelry, watches, and small items with care
• Ability to lift and move inventory trays and boxes as needed
• Ability to stand, walk, and perform detailed inventory tasks for extended periods
• Flexibility to support extended hours during inventories, holidays, or peak periods
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

CAPABILITIES ASSOCIATED WITH SUCCESS

• Strong attention to detail and commitment to inventory accuracy
• Ability to follow structured processes while identifying and flagging exceptions
• Comfort working within inventory and ERP systems and maintaining clean, reliable data
• Clear, professional communication with sales, service, product, and operations teams
• Ability to manage multiple inventory workflows simultaneously without losing accuracy
• Proactive problem-solving and follow-through on discrepancies or open items
• Dependability and consistency in executing time-sensitive operational tasks
• Respect for security, controls, and handling standards associated with fine jewelry and watches
• Willingness to support cross-functional needs during high-volume or peak periods
• Ability to work collaboratively across locations while maintaining local accountability