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Key Responsibilities and Required Skills for Jewelry Order Clerk

💰 $40,000 - $55,000

LogisticsE-commerceCustomer ServiceRetailAdministrative

🎯 Role Definition

The Jewelry Order Clerk is the operational backbone of a jewelry business, ensuring a seamless and accurate journey for every customer order from initial receipt to final delivery. This role is pivotal in maintaining brand reputation and customer satisfaction by handling high-value, often sentimental, products with exceptional care and precision. At its core, this position bridges the gap between sales, inventory, and the end customer, guaranteeing that the elegance of the jewelry is matched by the flawlessness of the service. This professional is a master of detail, a guardian of quality, and a key contributor to the company's logistical success and operational efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Retail Sales Associate (especially in jewelry or luxury goods)
  • Administrative Assistant
  • Stockroom Associate or Inventory Clerk

Advancement To:

  • Senior Order Clerk or Fulfillment Team Lead
  • Inventory Manager or Controller
  • E-commerce Operations Coordinator or Specialist

Lateral Moves:

  • Customer Service Supervisor
  • Quality Control Inspector
  • Junior Merchandising Assistant

Core Responsibilities

Primary Functions

  • Accurately and efficiently enter and process a high volume of customer orders from multiple channels, including e-commerce websites (e.g., Shopify, Magento), phone, email, and in-person sales.
  • Meticulously review each order to verify critical details such as product SKUs, custom engravings, ring sizing, metal types, and stone specifications to prevent errors.
  • Manage the complete order lifecycle, from initial processing and payment verification through to fulfillment, shipping, and post-delivery follow-up.
  • Act as the primary point of contact for order-related customer inquiries, providing timely and professional updates on order status, shipping, and potential delays.
  • Coordinate directly with workshop artisans, jewelers, and setters to communicate custom order requirements and monitor production timelines for bespoke pieces.
  • Prepare and organize detailed work orders and job bags for the production or repair departments, ensuring all necessary components and instructions are included.
  • Perform rigorous quality control checks on finished jewelry pieces, comparing them against order specifications to ensure they meet stringent brand standards before shipment.
  • Expertly handle, package, and gift-wrap high-value jewelry items with exceptional care and attention to detail, ensuring a premium unboxing experience for the customer.
  • Generate and manage shipping labels, packing slips, and customs documentation for domestic and international shipments, ensuring full compliance with shipping regulations.
  • Maintain and update the customer database with accurate order information, contact details, and communication records within the company's CRM or ERP system.
  • Monitor inventory levels of jewelry, gemstones, findings, and packaging materials, alerting the purchasing or inventory manager to low stock situations.
  • Process returns, exchanges, and repair requests in accordance with company policy, coordinating with quality control and accounting for swift resolution.
  • Reconcile daily sales and shipping reports, ensuring that all dispatched orders are correctly billed and all financial records are in alignment.
  • Collaborate with the sales and marketing teams to understand upcoming promotions or product launches that may impact order volume and fulfillment workflows.
  • Troubleshoot and resolve any order discrepancies, shipping issues, or customer complaints with a solutions-oriented and empathetic approach.

Secondary Functions

  • Assist in the physical and digital organization of inventory, including participating in periodic stock counts and cycle counts to ensure system accuracy.
  • Prepare reports on order volume, fulfillment times, return rates, and other key performance indicators (KPIs) for management review.
  • Support the e-commerce team by identifying and reporting issues with product listings, such as incorrect pricing, descriptions, or imagery.
  • Provide administrative support to the sales and operations teams, including filing, data entry, and managing correspondence as needed.
  • Contribute to the continuous improvement of order processing and fulfillment procedures by identifying bottlenecks and suggesting efficiency enhancements.

Required Skills & Competencies

Hard Skills (Technical)

  • Order Management Systems (OMS): Proficiency in using order processing software and platforms like Shopify, Magento, or specialized ERP/CRM systems.
  • Inventory Management: Strong understanding of inventory control principles and experience with inventory software to track high-value, low-volume goods.
  • Shipping Software Proficiency: Experience with shipping platforms such as ShipStation, FedEx Ship Manager, or UPS WorldShip for creating domestic and international labels.
  • Data Entry & Typing Speed: High accuracy and efficiency in data entry, with a strong WPM typing speed to handle high order volumes.
  • MS Office Suite / Google Workspace: Competency in using spreadsheet software (Excel, Google Sheets) for reporting and data reconciliation, as well as word processing and email.
  • Basic Jewelry Knowledge: Familiarity with jewelry terminology, including metals (gold, platinum), gemstones, ring sizes, and common setting types.

Soft Skills

  • Meticulous Attention to Detail: An exceptional ability to spot minor discrepancies in orders, product quality, and documentation is absolutely critical.
  • Organizational & Time Management Skills: Proven ability to multitask, prioritize a demanding workload, and meet strict deadlines in a fast-paced environment.
  • Communication Skills: Excellent verbal and written communication skills for clear interaction with customers, colleagues, and artisans.
  • Problem-Solving Acumen: The ability to independently investigate and resolve order-related issues, thinking critically to find effective solutions.
  • Customer-Centric Mindset: A genuine desire to provide an outstanding customer experience, demonstrating patience, empathy, and professionalism.
  • Integrity and Trustworthiness: Unquestionable honesty and discretion when handling high-value merchandise and sensitive customer information.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Logistics & Supply Chain Management
  • Fashion Merchandising

Experience Requirements

Typical Experience Range: 1-3 years of experience in an order processing, e-commerce fulfillment, logistics, or administrative role.

Preferred: Experience working directly within the jewelry, luxury goods, or high-end fashion industry is highly advantageous. Direct experience with e-commerce platforms like Shopify is also strongly preferred.

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