Specialist, Forms Administration

Penn Mutual•Philadelphia, PA

1d•$50,000 - $60,000

About The Position

The Specialist, Forms Administration supports accurate, timely, and consistent maintenance and production of operational forms, letters, notices, and other outgoing communications. The role coordinates routine form updates, manages revision requests, reviews materials for accuracy and completeness, and oversees preparation and production of outgoing print materials. Working with internal teams and external print vendors under the direction of the Manager, the Specialist ensures timelines and campaign deliverables are met and distributed on schedule.

Requirements

At least 3 years of experience in a forms and fulfillment environment.
Experience working in a regulated financial services environment.
Experience leading process improvement and change management initiatives.

Responsibilities

Maintain and update organization-wide forms to ensure information, formatting, branding, and instructions remain accurate and current.
Provide hands-on support or coordination for new forms, including new business applications and application packages, and routine revisions to wording, fields, layouts, contact information, and other content.
Partner with internal business areas to obtain approvals.
Manage a centralized forms repository and ensure the current forms are maintained and accessible.
Post and audit approved forms on external online sources.
Update correspondence, including routine revisions to standard letters, notices, templates, and other outgoing communications.
Manage multiple direct mail and print campaigns, as well as daily production.
Coordinate estimates, scheduling, and data-processing instructions with internal colleagues and external vendors; coordinate quality assurance with Information Management & Technology teams when needed.
Prepare detailed print specifications and mailing instructions for suppliers.
Track, investigate, and follow up on print and mail issues; assist with issue management and resolve concerns in a timely manner.
Obtain print and mailing estimates and align expenses with department budgets.
Maintain fulfillment materials.
Manage inventory levels and replenishment orders with fulfillment vendors, including business card and stationery requests.
Ensure best practices and documented procedures are followed.
Perform other related duties, assignments, and special projects as assigned.