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Fulfillment Project Coordinator

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Our client looking for a Fulfillment Specialist. The ideal talent would be responsible for but not limited to:

Provide project coordination and fulfillment oversight, specifically manage the fulfillment project schedule as well as some small scope communications projects, provide status updates to all the team members and upper management, assess, manage, and report risks, develop and implement risk mitigation strategies.

Essential Functions:
• Provide project coordination and fulfillment oversight, specifically manage the fulfillment project schedule as well as some small scope communications projects, provide status updates to all the team members and upper management, assess, manage, and report risks, develop and implement risk mitigation strategies.
• Collaborate between clients and communications consultants, facilitate project meetings/discussion, oversee lifecycle compliance and provide guidance to ensure project objectives are met.
• Plan, develop, and/or execute project tasks and activities as directed by the customer.
• Provide input regarding fulfillment and project management processes.
• Identify barriers and risk factors that may inhibit or impede the program and/or its projects and define mitigation strategies.
• Supervise accurate assembly and timely fulfill delivery of various mass communications.
• Consult with department clients to manage incoming projects/mailings
• Consult with external mail services and distribution houses for present and future mass communications.
• Review literature requests to ensure appropriate materials are ordered, distributed and received using cost-effective measures.
• Employ job tracking software that influences the outcome of production. Impart relevant information to applicable project and/or program stakeholders.
• Maintain knowledge of medical and dental care delivery systems to ensure materials being distributed are correct and appropriate for selected population.
• Review processes that ensure department activities are consistent with the brand in terms of tone, manner, and messaging.
• Manage multiple assignments and coordinate diverse projects under hard deadlines.
• Keep current with new trends in communications technology, including new and social media and other web-based platforms.
• Develop and implement, cost effective, flexible project managerial strategies that account for contingencies, procedural changes and new policies.
• Maintaining targeted inventory levels.
• Ordering and receiving materials from and to central stores, printers, and mailing vendors.
• Coordinate paperwork as required. Inventory Control all materials at delivery to ensure all requirements are met.
• Manage disposition of discontinued items, including archiving.
• Determine appropriate internal distribution for received materials.
• Responsible for updating all forms related to production and distribution of materials.
• Recap monthly usage of materials for tracking and ordering purposes.
• Recap monthly mailings and OE packets completed.
• Maintain inter-departmental relationships and access relevant knowledge that affects current projects and/or programs.
• Resolve issues pertaining to work requests with other departments, (CQSS, S&M, NWP, Membership Administration).
• Overseeing that department daily work is completed on time.
• Support and encourage teamwork in problem solving and processes.
• Engage staff in planning to build support when changes are required.
• Work with manager to ensure department goals and objectives are shared with staff.
• Maintain a clean and well-organized work place so materials and documents are readily available to staff.
• Ensure production areas and storeroom meet OSHA requirements.
• Ensure equipment is in good working order.
• Perform other duties as assigned.

Qualifications

Basic Qualifications:
• Three (3) to four (4) years of project management experience.
• Five (5) years in a print/fulfillment production environment.
• Experience working within PDF workflow.
• Experience tracking budgets.
• Valid state drivers license.
• Excellent problem-solving, negotiation, detail oriented, and decision making skills.
• Excellent manual dexterity and physical endurance.
• Proven communication skills and ability to work effectively with a wide range of internal and external constituencies.
• Proven project management skills.
• Working knowledge of postal regulations, mailing and delivery systems.
• Working knowledge of mailing equipment (labeler, inserter, printers).
• Working knowledge and ability to manage production of portable document format (PDF) technologies, file transfer, encoding, and compression options.
• Working knowledge of web-based communication/new and social media.
• Ability to maintain high productivity amid competing priorities and tight deadlines.
• Ability to work in a team environment under tight deadlines in a stressful environment.
• Ability to prioritize, attention to detail and time management skills.
• Ability to use word processing, email and other basic desktop computer productivity tools.
• Ability to lift and move heavy boxes.
• Ability to work collaboratively in a team environment and serve as a consultant and resource to department clients.
• Demonstrates customer-focused service skills.
• Work in an environment that required problem solving and attention to detail.
• Work in an environment that required fast efficient use of hands with excellent manual dexterity.

Preferred Qualifications:
• Three (3) to five (5) years of experience in production environment preferred.
• Experience in problem solving preferred.
• Experience managing budgets preferred.
• BA or equivalent five (5) years of PM experience working in a fast paced, changing environment with multiple priorities preferred.
• Excellent communication skills and ability to work effectively with a wide range of internal and external constituencies preferred.
• Thorough knowledge of company medical and dental care delivery systems preferred.
• Thorough knowledge of postal regulations, mailing and delivery systems preferred.
• Thorough knowledge of Capital Equipment operation preferred.
• Thorough knowledge of mailing equipment (labeler, inserter, printers) preferred.
• Thorough knowledge of systems, Lotus Notes, Sales Connect, HP CHATS, Facet, FileMaker Pro, Address Right Pro, Verimove preferred.
• Strong interpersonal skills and effective time management skills preferred.
• Establishes and maintains effective professional relationships with internal and external stakeholders preferred.
• Must be able to communicate effectively both verbally and in writing preferred.
• Must be proficient in Microsoft Office Suite. Filemaker ProTrack is required.
• Flexibility and ability to plan, prioritize, and execute multiple tasks in a fast paced environment preferred.
• Must be able to adapt to organizational change preferred.
• Self-motivated, well-organized, and detail oriented preferred.
• Management of Capital Equipment purchases and maintenance preferred.

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