Jewelry Production and Administrative Coordinator

About Us: We are a family-owned, independent retail jewelry store located in the heart of Philadelphia’s historic Jewelers' Row. We are looking for a reliable, meticulous, and highly organized Coordinator to manage our workflow and support our tight-knit team. Position Overview: As our Production & Administrative Coordinator, you will be the backbone of our daily operations and the bridge between our sales floor and manufacturing. This dynamic role requires a unique mix of precise administrative tasks, secure client service, and hands-on production logistics. You will manage the entire lifecycle of our jewelry products—from tracking custom designs and repairs in our POS system, to coordinating on foot with local Jewelers' Row craftsmen, performing quality control, and handling final secure shipping. The ideal candidate possesses flawless attention to detail, a professional demeanor, and a strong sense of discretion and security. Key Responsibilities: Production Pipeline Management: Track all custom jewelry designs, special orders, and client repairs through every stage of production from point of sale to delivery. Take full ownership of entering and tracking jobs within the Swim POS system; maintain clean data, upload progress photos of pieces, and update job statuses in real-time. Physically route jobs on foot to local Center City trade shops (casters, setters, polishers, engravers); communicate deadlines, manage lead times, and follow up regularly to keep jobs on schedule. Appraisal Processing: Transcribe, format, and type formal jewelry appraisals with 100% accuracy based on the jeweler’s/gemologist's notes (including technical details like carat weights, clarity scales, and metal types). Client Communications: Answer incoming phone calls and respond to emails with a professional, welcoming tone; answer general inquiries, take precise messages, and schedule client appointments. Shipping & Quality Control: Perform thorough inspections of finished jewelry items against the original sales order before delivery. Carefully wrap, pack, and log high-value pieces for secure shipping via USPS, FedEx, or UPS in compliance with insurance protocols. Qualifications & SkillsExperience: 1–3 years of administrative, office coordination, project tracking, or high-end retail experience preferred. Tech Literacy: Ability to confidently navigate cloud-based retail software. Direct experience with Swim POS, The Edge, or similar inventory-heavy retail platforms is a major plus, but a strong aptitude for digital workflows is required. Work week will consist of 4 - 5 days per week, Tuesday through Friday and every other Saturday from 9:30 to 4:30. We offer a competitive salary, paid vacation and sick leave, employee discounts and a welcoming, supportive, and stable mom-and-pop business environment. We are an equal opportunity employer. All applicants will undergo a standard background check due to the high-security nature of the fine jewelry industry. Please email resume. NO PHONE CALLS PLEASE Pay: $22.00 - $27.00 per hour Expected hours: 30.0 per week Benefits: * Employee discount * Paid time off Work Location: In person