QC & Inventory Coordinator

The purpose of this position is to eliminate recurring mistakes and ensure that all information and merchandise are thoroughly checked before documents are sent to us and before goods are approved or shipped.

This person must be extremely detail-oriented, organized, responsible, and comfortable questioning or correcting information when something does not match.

Key Responsibilities

1. Invoice & Pricing Control

* Prepare and/or review all invoices relating to our orders.

* Check every invoice against the relevant purchase order, supplier sheet, agreed pricing, and actual merchandise.

* Verify prices, quantities, descriptions, sizes, weights, and other product information.

* Identify pricing that does not make logical sense and investigate it before approval.

* For example, if a smaller ring size uses less material, the pricing should reflect this appropriately rather than showing an unexplained higher price.

* Ensure corrected invoices are checked again before being sent to us.

1. Product & Order Verification

Every item must be checked against what we actually ordered.

For jewelry, this includes verifying:

* Style/reference number

* Ring size

* Metal and metal color

* Stone type

* Carat weight

* Stone size

* Quantity

* Specifications

* Agreed price

* Any other information stated on the purchase order

The person must not assume that information supplied by another department is correct. The physical product must be compared with the order and documentation.

1. Tag & Product Matching

Before merchandise leaves the factory, physically check that each piece is matched with the correct tag.

For example:

* The carat weight on the tag must correspond to the actual piece.

* The ring size on the tag must correspond to the actual ring.

* The style/reference number must be correct.

* The metal and stone information must be correct.

* The price and other information must correspond with our records.

If we ordered a specific carat weight or specification, the product received should match what was ordered—not more and not less unless this has been specifically approved.

1. Inventory Control

* Maintain accurate records of our inventory at the factory.

* Track goods received, goods in production, completed goods, goods requiring correction, and goods shipped.

* Reconcile physical inventory against factory records and our records.

* Investigate discrepancies immediately.

* Ensure quantities are correct and that products are not missing, duplicated, incorrectly recorded, or assigned to the wrong order.

1. Documentation & Data Accuracy

All information entered into spreadsheets, supplier sheets, invoices, inventory records, packing lists, and other documents must be accurate.

The coordinator is expected to:

* Fill in all required information completely and correctly.

* Cross-check information between documents.

* Review formulas, quantities, prices, sizes, carat weights, and totals.

* Make sure corrections have actually been implemented.

* Perform a final check before any document is sent to us.

Simply copying information from one document to another is not sufficient. The information must be verified.

1. Final Quality-Control Check

This position acts as the final checkpoint at the factory on our behalf.

Before an order, invoice, supplier sheet, inventory report, packing list, or other important document is approved or sent to us, this person should ask:

Does the physical product match the order?

Does the tag match the physical product?

Does the invoice match the product and agreed pricing?

Do the quantities and inventory records match?

Has all information been checked for errors?

Any discrepancy must be resolved before the order or documentation proceeds.

Required Skills & Qualities

The person selected for this position must be:

* Extremely detail-oriented

* Highly organized

* Strong with numbers and spreadsheets

* Experienced with invoicing and inventory control

* Comfortable working with jewelry specifications

* Able to understand ring sizes, carat weights, product references and pricing

* Able to compare physical merchandise against written documentation

* Responsible and accountable

* Proactive in identifying inconsistencies

* Comfortable asking questions rather than making assumptions

* Able to communicate discrepancies clearly and promptly

* Capable of working independently

Accountability

This is not simply an administrative/data-entry position.

The person is being hired specifically to identify and prevent mistakes.

If something appears unusual, inconsistent, incorrectly priced, incorrectly tagged, or different from what was ordered, they are expected to stop and investigate rather than simply process the information.

Repeated errors involving invoicing, pricing, tags, carat weights, ring sizes, inventory, and order specifications create significant operational problems. The objective of this position is to establish a reliable control process at the factory so these mistakes are caught and corrected before they reach us.

Reporting

The person will be based at the factory but will be responsible for carrying out these checks on our behalf and should be able to communicate directly with us when necessary.

We would like the factory to identify and hire a suitable person for this dedicated role as soon as possible.