Document Project Coordinator
W&S Life Insurance Company - Cincinnati, OH

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Western & Southern Financial Group has an immediate opportunity for a Document Project Coordinator.

Summary of Responsibilities:
Manages, coordinates, and monitors the complete document life cycle management for a wide variety of Western & Southern Financial Group documents. Maintains Document Management System database and purchasing system records used for procuring, tracking, analyzing, and controlling documents. Coordinates projects for document development, proofing/testing, printing and dissemination. Interacts extensively with all levels of associates, including senior management and serves as a liaison between internal customers, Public Relations/Document Services and Product and State Filing. Encourages cost-saving printing and dissemination solutions. Provides complete customer consultation and project management. Works with minimal supervision and is responsible to make an established range of decisions based on available data, customer need, and industry knowledge. Escalates customer service issues to appropriate PR management and provides regular updates to manager.

Position Requirements

Position Responsibilities:
•Coodinates and performs document change control process including the receipt, maintenance, approval, distribution, and storage of controlled documents.
•Works closely with business units to meet business objectives, acts as intermediary with Document Developers, and coordinates changes to static and variable data document design.
•Receives routine and non-routine document and project work from internal customers and subject matter experts (SME’s). Understands the internal customer’s needs and goals, including how the document will be made available and how it will be used by the end customer. Records all relevant job information and initiates and participates in Document Management System job tracking (workflow).
•Adds value for the internal and end customers. Uses industry knowledge and provides information to customers regarding technological capabilities of Document Services to encourage cost-effective printing, dissemination, fulfillment and document automation solutions (print-on-demand, variable data printing, fillable forms, and dynamic QR Codes).
•Monitors closely all document development, proofing/testing, printing (inside and outside) and dissemination to ensure successful completion of the customer’s projects within established deadlines. Uses the Document Management System and other tools to track projects and identify emerging problems before they become serious.
•Serves as key contact for various CBU sales and marketing staff members on fulfillment inquiries, including conducting internal inventory review, communicating available inventory, troubleshooting and resolving issues.
•Serves as a liaison between associates at all levels, including senior management, Public Relations/Document Services and Product and State Filing. Is the customer’s advocate for quality. Performs quality inspections on behalf of remote customers. Immediately escalates potentially significant customer issues or concerns to appropriate PR management. Provides regular updates to the manager.
•Coordinates a wide-range of print production and mailings including sales material, regulatory documents and shareholder correspondence. Regulatory documents include Prospectuses, Annual Reports, Semi-Annual Reports, Proxies and Prospectus Supplements. Ensures document(s) and data for mailings arrive when needed to meet deadline.
•Responsible for a wide range of go/no-go decisions related to significant expenditures required for projects being managed.
•Understanding of Product and State Filing department requirements to maintain form and literature library to comply with compliance and regulatory requirements (FINRA).
•Establishes and maintains accurate, real-time Document Management System records for all documents managed by the group. Establishes additional purchasing system records for all documents printed and inventoried. Provides complete document life cycle management. Knows the status and use of all documents managed by the group.Manages and maintains appropriate print quantities and detailed printing specifications.
•Provides inventory control and management for in-house inventories, including ensuring appropriate applications, forms, and other support materials are current and available for order. Receives purchasing system reorder notices when inventory falls below established minimum levels. Decides within a pre-defined timeframe, the course of action (reprint as is, revise and replace, discontinue), working independently or in consultation with internal customers and users.
•Participates in department, division and group continuous improvement initiatives. Obtains additional technical and professional skills in order to keep pace with customer needs and technological advances.
•Backs up the other Document Management associates to meet customer requirements for job completion.
•Performs other duties as assigned by management.
Selection Criteria:
•Proven experience working closely with internal customers and SME’s to develop document solutions, which meet or exceed their requirements. Demonstrated interest and sensitivity towards the end customer (the document user). Cite examples of adding value to a document by understanding its purpose and use.
•Results-oriented, self-starter with proven ability to assess current and future fulfillment-related requirements such as various document dissemination methods to achieve business objectives.
•Familiarity with printing, copying, large mailing equipment and methods. Proven ability to accurately recommend printing specifications. Familiarity with postal regulations for direct mail pieces.
•Proven analytical, problem-solving and decision-making capabilities, including experience independently identifying and quantifying opportunities, challenges and providing effective recommendations for best practices.
•Familiarity with the capability and limitations of a variety of document development software applications including variable data driven systems for personalization and dynamic bar-code generation.
•Demonstrated commitment to quality and superior customer service in a production oriented work environment.
•Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations.
•Proven experience maintaining group paper and electronic files in a highly organized manner.
•Demonstrated excellent verbal and written communication skills with all levels of staff and management.
•Demonstrated experience instructing, influencing and providing feedback to others.
•Possesses strong attention to detail with proven experience handling multiple duties in a fast-paced environment and completing assigned tasks accurately and on a timely basis. Cite examples of working with a team to consistently meet deadlines.
•Demonstrated ability to learn and master new software applications. Cite specific examples of software learned and used appropriately.
•Demonstrated ability to perform mathematical addition and division, to read a scale (ruler) and to convert fractions to decimal.
Educational Requirements:
•Bachelor’s Degree or commensurate selection criteria experience.
Computer skills and knowledge of hardware & software required:
•Working knowledge of word processing applications.
•Working knowledge of Windows operating system.
•Basic knowledge of Adobe Acrobat, Adobe Creative Suite, and Microsoft Excel
•Previous experience with a document workflow/tracking system.
•Familiar with variable data document composition systems.
Certifications & licenses (i.e. Series 6 & 63, CPA, etc.):
•Mailpiece Design Consultant designation preferred
Position Demands:
•Extended hours required during peak workloads or special projects.
Position Attributes
Western & Southern Financial Group, a Fortune 500 company, is a dynamic family of diversified financial services companies that provides life insurance, annuities, mutual funds, retirement planning and investment products and services to help millions of consumers nationwide to plan and protect their financial futures.
With more than 5,000 associates and more than 50,000 individuals in our selling group, Western & Southern offers consumers and businesses the financial products and services they require to meet their insurance needs and investment goals. Having reached more in excess of $50 billion in assets owned and under management, we are leveraging our industry leading financial strength to fuel our growth through strategic acquisitions, increases in our current product revenue stream and expansion into new distribution channels and businesses.
Western & Southern provides a host of benefits that include medical, dental, life, pension, 401K, free fitness facility, on-site cafeteria, and generously subsidized parking. Western & Southern promotes a stable, fulfilling and challenging environment with an emphasis on excellence and continued career development.