Vault Coordinator

Position: Vault Coordinator Job PurposeTo safeguard, control, and accurately manage all boutique inventory and high-value assets while ensuring full compliance with security, operational, and audit requirements. The Vault Coordinator is responsible for maintaining inventory integrity, supporting sales operations, and ensuring accurate stock accountability at all times.Key Responsibilities1. Inventory Custody & Asset ProtectionMaintain 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 OperationsManage 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 & AuditsConduct 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 AvailabilityCoordinate 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 & SecurityEnsure 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 & DocumentationMaintain inventory tracking records and logs.Prepare daily, weekly, and monthly inventory reports.Ensure accuracy of all inventory-related documentation.Support management reporting requirements.Key Performance Indicators (KPIs)Inventory ControlInventory Accuracy %Stock Reconciliation AccuracyInventory Variance RateInventory Adjustment AccuracyCompliance & SecurityZero Inventory LossesZero Unauthorized Inventory MovementsAudit Compliance ScoreSecurity Compliance RateOperational PerformanceTimeliness of Inventory ReconciliationProduct Availability RateReport Accuracy & TimelinessRisk ManagementNumber of Inventory IncidentsResolution Time for Inventory DiscrepanciesAuthority & Decision MakingExecute 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 & ExperienceBachelor'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.CompetenciesTechnicalInventory ControlStock ReconciliationAsset ProtectionAudit SupportReporting & DocumentationBehavioralIntegrityAccountabilityAttention to DetailReliabilityConfidentialityProfessionalismWorking RelationshipsInternalSalon ManagerOperations SpecialistSales TeamFinanceBrand ManagerExternalAuditorsLogistics ProvidersSecurity ProvidersKey ChallengesMaintaining 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.