As an Insurance Document Mailing Associate, you will work as part of a fast-paced team that is critical to ensuring the accuracy and efficiency of contract preparation and distribution. You will be responsible for the information validation, addressing, packaging and mailing of insurance policies and contracts to Northwestern Mutual clients. Per established guidelines, you will verify shipping addresses, create shipping labels, validate customer information and ensure Northwestern Mutual clients receive their regulatory required documentation accurately and timely. This role requires exceptional and unwavering attention to detail as this is a vital role that helps maintain regulatory compliance and uphold the Northwestern Mutual client experience. Additionally, this position involves ongoing collaboration with cross-functional teams to streamline workflows and implement process improvements for enhanced operational efficiency. All tasks must be handled with the highest degree of accuracy and discretion.
Key Responsibilities
Document Verification
Ensure shipping label information, including policy number, contract number, and recipient details, is accurate and matches internal records.
Affix shipping labels to USPS envelopes securely.
Insert contracts into envelopes according to standards.
Conduct quality checks on document assembly to prevent errors in final output.
Label Production and Verification
Generate contract shipping labels using the Dashboard data management system.
Confirm that label details (address, owner's name) correspond with company data records.
Utilize automated tools to cross-reference label data with multiple databases for added verification.
Field Requests and Exception Management
Process field requests to release, hold, or destroy contracts based on established guidelines.
Investigate and resolve issues related to scanning discrepancies.
Coordinate with App Input for address verification and research assignments.
Escalate complex exceptions to senior management and track resolution timelines.
Returns Processing
Record reasons for returned contracts in data systems, including Dashboard and Return Spreadsheet.
Create shipping labels for handled holds and returns.
Analyze return patterns to identify recurring issues and recommend preventive measures.
Organizational and Logistical Duties
Sort contracts into designated Network Office number boxes.
Manage daily transport of Network Office boxes to ensure labeling accuracy by scan and ship date.
Facilitate setup and labeling of new Network Office boxes.
Monitor inventory levels of shipping materials and coordinate with procurement for timely replenishment.
Additional Responsibilities
Process policy modifications as needed.
Maintain and restock supplies, including USPS bins and folders.
Assist in training junior associates on document handling procedures.
Participate in audits to ensure compliance with regulatory standards in contract management.
Qualifications
High level of accuracy and attention to detail.
Proficiency in data entry and management systems.
Basic understanding of postal procedures and shipping protocols.
Strong organizational and multitasking abilities.
Effective communication skills within a corporate environment.
Problem-solving skills to analyze and address discrepancies.
Familiarity with digital tools such as Microsoft Office Suite or similar software for reporting and tracking.
Ability to work independently while contributing to team objectives.
Education and Experience
High school diploma or equivalent.
1-2 years prior mail handling experience or customer services experience required.
Strong ability to organize and prioritize work under tight time constraints.
High degree of accuracy; ability to effectively work in a fast paced environment.
Basic PC proficiency required.
Ability to work independently within established policy standards and procedures.
Strong team worker with proven ability to work effectively and harmoniously.
Ability to handle confidential information in a manner consistent with privacy laws and regulations and Northwestern Mutual standards.
Ability to multi-task, navigate using various systems.
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