Diamond Vendor Manager

Us in a glimpse:

Founded in 2016 by a BCG consultant frustrated with his engagement ring buying experience, Rare Carat has grown to be one of the largest diamond jewelry online retailers in the United States. It was called the "Secret to Buying A Diamond" by the New York Times.

powers over $100m in annual sales by creating transparency in a historically opaque industry using AI indicators and human expert advice. Operating on an innovative "managed marketplace" business model, the company combines the selection advantages of a marketplace with the quality assurance of a traditional retailer.

We have grown to over 180+ employees, but remain a very flat and close-knit team committed to learning from each other, and having the best idea win.

Rare Carat is run by Wharton and Harvard Business School grads. Advisors include TrueCar's founder, Blue Nile's ex-CEO, Wharton's Innovation Dean, and Richard Branson's Venture Capital head. We have been featured in the New York Times, TechCrunch, NPR, USA Today, CNBC, among others.

Wondering why work with us? Here's why:

• We are a fully remote start-up, growing quickly from under 5 people to close to 100 in just six years
• Our culture is unique: we have a global, remote team of young people taking on more responsibility than most companies would give. We have a bias for action, and a meritocracy where the best ideas win
• We help customers with the most important purchase of their life so far, their engagement ring. Marrying humans and technology to help our customers make the right decision is thrilling and rewarding
• If you are the right fit for our rocketship - we would make you an offer, you can't refuse :)

About the Role

This position is ideal for someone with 2–5 years of experience in the diamond industry, looking to grow into a broader vendor management and operations function. The role requires a strong eye for detail, reliability, and the ability to manage multiple suppliers and shipments simultaneously.

Your duties will include:

• Coordinate daily office activities and operations to maintain efficiency and compliance with company policies.
• Maintain regular communication with suppliers on availability, pricing, and delivery timelines.
• Track vendor performance (on-time delivery, quality, accuracy) and follow up when standards aren't met.
• Resolve day-to-day vendor issues including shipment delays, mismatched specs, or billing discrepancies.
• Scout and onboard new suppliers: collect documents, verify compliance, and set expectations.
• Review and negotiate pricing updates with vendors and share updates with internal teams.
• Maintain up-to-date records of supplier feeds, negotiated pricing, inventory availability, and contracts.
• Coordinate with accounting to reconcile supplier invoices, credit notes, outstanding balances, and refunds.
• Work closely with logistics partners (Brinks, Malca, Blue Dart, FedEx) for secure and timely dispatch/receipt of goods.
• Track supplier payments and ensure there are no delays or pending discrepancies.
• Flag recurring vendor or shipment issues to management and suggest practical solutions.
• Support sales, sourcing, and CX teams by quickly locating or sourcing diamonds/gemstones when needed.
• Draft invoices, arrange shipments, and record refunds for returned stock.
• Oversee the returns process and proactively push suppliers for timely refunds/credits.
• Ensure compliance with Indian import/export norms, GJEPC guidelines, and BDB regulations.
• Submit timely reports and prepare reconciliations for internal review.
• Assist colleagues with urgent operational needs whenever necessary.

Additional Requirements

• Comfortable traveling between Mumbai and Surat, including occasional weekend travel.
• Strong background in diamond operations, sales, procurement, or vendor management in the Indian industry.
• Exposure to international markets (especially US) is preferred
• Strong communication skills in Hindi & Gujarati; English proficiency is a plus.
• Good knowledge of diamonds and gemstones (GIA or equivalent certification strongly preferred).
• Experience working in BDB and familiarity with trade practices and compliances.
• Ability to handle high-value goods with accuracy, responsibility, and confidentiality.
• Proficiency with basic software tools (Excel/Sheets, email, invoicing tools).
• Ability to work in a fast-paced environment with tight timelines.
• Strong follow-up skills and a willingness to take ownership of tasks end-to-end.
• Organized, reliable, and capable of managing multiple suppliers and shipments simultaneously.
• Comfortable working in environments where last-minute changes, re-negotiations, and urgent sourcing requests are common.
• Candidates must be comfortable working mid IST through mid EST to support global operations and supplier coordination.
• Problem-solving mindset with the ability to stay calm under pressure.