Vault Coordinator

Position

Job Purpose

1. Inventory Custody & Asset Protection

• Maintain full accountability for boutique inventory and high-value assets.
• Ensure proper handling, storage, and security of all products.
• Monitor daily inventory movements and stock transactions.
• Verify physical inventory against system records.
• Ensure all inventory activities comply with company procedures.

2. Vault Operations

• Manage daily opening and closing of the vault according to approved procedures.
• Ensure proper authorization and documentation for all inventory movements.
• Maintain vault organization and security standards.
• Ensure controlled access to vault inventory.
• Escalate any discrepancies immediately.

3. Inventory Reconciliation & Audits

• Conduct daily inventory checks and reconciliations.
• Support periodic cycle counts and full inventory counts.
• Prepare inventory reports and reconciliation records.
• Assist internal and external audit activities.
• Investigate and report inventory variances.

4. Sales Support & Product Availability

• Coordinate product availability for sales activities.
• Support product preparation for client presentations and appointments.
• Ensure timely replenishment of display inventory.
• Assist the sales team in locating and preparing products.
• Support boutique events and special product presentations.

5. Compliance & Security

• Ensure strict adherence to security policies and procedures.
• Monitor compliance with inventory controls and asset protection standards.
• Maintain complete and accurate inventory documentation.
• Support implementation of risk mitigation measures.
• Report security concerns or operational risks immediately.

6. Reporting & Documentation

• Maintain inventory tracking records and logs.
• Prepare daily, weekly, and monthly inventory reports.
• Ensure accuracy of all inventory-related documentation.
• Support management reporting requirements.

Inventory Control

• Inventory Accuracy %

Operational Performance

• Timeliness of Inventory Reconciliation

Risk Management

• Number of Inventory Incidents
• Resolution Time for Inventory Discrepancies

Authority & Decision Making

• Execute approved inventory transactions.
• Verify inventory movements and supporting documentation.
• Escalate discrepancies and security concerns.
• Recommend inventory control improvements.
• No authority to approve inventory adjustments, pricing, or commercial decisions.

Qualifications & Experience

• Bachelor's Degree preferred.
• Experience in inventory control, stock management, luxury retail operations, jewelry, or watches.
• Strong attention to detail and accuracy.
• Experience with inventory systems and reporting tools.
• Fluent English; Arabic preferred.

Technical

• Inventory Control
• Stock Reconciliation
• Asset Protection
• Audit Support

Behavioral

• Integrity
• Accountability
• Attention to Detail
• Reliability
• Confidentiality
• Professionalism

Internal

• Salon Manager
• Operations Specialist
• Sales Team
• Finance
• Brand Manager

External

• Auditors
• Logistics Providers
• Security Providers

Key Challenges

• Maintaining absolute inventory accuracy in a high-value luxury environment.
• Balancing operational efficiency with strict control requirements.
• Managing inventory risks while supporting business operations.
• Ensuring compliance with security and audit standards.