Operations Manager

3 days ago

San Francisco, United States Harry Winston Full time

Job Summary:


The primary focus of this position is to manage and support all Retail Operational related requirements of the Salon, including retail support, vault supervision, inventory reporting, merchandise transfers, quality assurance and handling, Policy compliance and systems, product and policy training to Salon employees.


Key Responsibilities include:


Salon Retail Operations:

  • Manage and ensure compliance of the back office retail requirements that ensure smooth flow of the Sales process, including all related documentation such as invoicing, sales tax compliance and tax-refund options.
  • Ensure operation of payment terminals, Salon petty cash management and reporting, Anti-Money Laundering compliance and all other requirements for processing retail sales transactions.
  • Coordinate Salon daily sales reporting, transaction and inventory reporting requirements.
  • Retail Stationery and supply management in collaboration with the Sales Executives and Vault Coordinators.
  • Provide support to Salon Director / Manager for sales related reporting such as budget reports, sales forecasting and BI reporting
  • Provide support to Salon Director / Manager for work scheduling


Inventory system use:

Responsible for executing, maintaining and managing all systems related processes relating to:

  • Sales invoicing, credit and special orders
  • Capturing client related data.
  • Product searches, item presentations.
  • Inventory tracking and stock reconciliation processes.
  • Repair management process.
  • Merchandising transfers and Logistics related process.
  • Quality Assurance process and reporting.
  • Back office reporting.
  • Act as main Salon contact for all HW systems related requirements, projects and trainings.


Vault Operation and Inventory:

  • Supervise the efficient operation of the vault, the daily opening / closing procedures and act as backup.
  • Comply with all Security related requirements in all Salon areas.
  • Manage daily, monthly and yearly inventory reconciliation, conduct physical inventory, communicate discrepancies and provide reports.
  • Act as liaison for external audit requirements.
  • Ensure Policy, Security and insurance compliance with employee loans, VIP / celebrity loans, photo shoot, and external events.
  • Monitor merchandise insurance value levels and provide reports to Salon Director/Manager and Security as required.
  • Develop proper knowledge of jewelry and timepiece collections and become proficient with product specific information.


Merchandise Transfers and Logistics:

  • Manage Salon Logistics requirements for domestic shipments and assist with all transfers.
  • Supervise stock replenishment requests, client appointment requests and provide feedback as required.
  • Coordinate shipping requirements between Harry Winston & external vendors (where applicable).
  • Manage transfers between Salon, local vendors, photo shoots, external events and loans in compliance to insurance and security protocols.
  • Manage and maintain compliance with documentation requirements for all transfers and loans.
  • Manage and maintain compliance with HW packing standards.
  • Develop and maintain a comprehensive, structured and compliant Logistics reporting and archiving system.


Repair Management Process and Client Services:

  • Ensure compliance with the Client Owned Merchandise take-in process and train Salon employees.
  • Comply with the requirements outlined in the “Repair Authorization Guide”.
  • Manage all operational aspects regarding local Stock repairs and alterations.
  • Manage all operational aspects regarding local Client Owned repairs and alterations.
  • Manage communication with local vendors and Corporate office.
  • Report Client Services related incidents to Salon Director/Manager and Corporate office.


Quality Assurance and Handling:

  • Manage and supervise all departmental procedures that relate to merchandise handling and enforce consistency on the use of these procedures such as the “Retail Quality Assurance,” “Care and Handling” and “Packing Standards” guidelines.
  • Conduct and supervise the quality assurance process as per Company guidelines (i.e. relating to inbound and outbound merchandise transfers, photo shoot, loans, etc.).
  • Complete Quality Assurance related documentation as per Company guidelines.
  • Provide Quality Assurance and merchandise handling training to Salon employees.


Other Operational Responsibilities:

  • Maintain Salon compliance with HW policies and local legislation.
  • Provide support with Salon employee training in:
  • Inventory and Sales reporting.
  • All inventory systems related processes.
  • Quality Assurance and merchandise handling.
  • Product and brand related training.
  • Policy compliance.
  • POS and retail sales processes.
  • Managing special projects as required during the course of business.
  • Identify challenges and areas for improvement in all aspects of Salon Operations, Quality Assurance and merchandise handling, product knowledge, staff training and present proposals to Director, Global Retail Operations for review.
  • Assist with HR related processes as requested by the Salon Director/Manager.
  • Assist with weekly / monthly employee working day rotation as requested by Salon Director/Manager.
  • Ensure meticulous back office operation.
  • Manage Salon stationery, office supplies and coordinate orders as required.
  • Communicate potential Salon maintenance concerns to the Salon Director/Manager and Director, US Facilities and coordinate repairs.


Job Qualifications:

  • At least three years’ experience in luxury retail.
  • Inventory control experience.
  • Proficient in Microsoft Office.
  • ‘Stock and pick’ basic knowledge.
  • Intermediate knowledge of logistics is required.
  • Ability to multitask and work in a fast-paced environment.
  • Strong analytical and organization skills.
  • Undergraduate degree preferred.
  • Graduate Gemologist Diploma (GIA) preferred.
  • Jewelry / Watch inspection experience preferred.

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