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The Insurance Document Mailing Associate plays a critical role in ensuring the accurate preparation, packaging, and distribution of insurance policies and contracts. Working in a fast-paced, highly detail-oriented environment, this role supports regulatory compliance and delivers a reliable client experience by ensuring required documentation is mailed accurately and on time. This position requires exceptional attention to detail, strong organizational skills, and the ability to handle confidential information with care. The associate will collaborate closely with cross-functional teams to resolve issues, manage exceptions, and support continuous process improvement.
Job Responsibility:
Verify shipping label details, including recipient information, policy numbers, and contract numbers, against internal records
Accurately insert contracts into USPS envelopes according to established standards
Securely affix shipping labels and perform quality checks to prevent mailing errors
Ensure all documentation is complete, accurate, and compliant prior to distribution
Generate shipping labels using internal data management systems
Confirm addresses and recipient names match system records
Use automated tools to cross-reference data across multiple databases
Process requests to release, hold, or destroy contracts per established guidelines
Investigate and resolve scanning discrepancies and data mismatches
Coordinate address verification and research needs with internal partners
Escalate complex issues as needed and track resolutions
Document reasons for returned mail in tracking systems and spreadsheets
Create shipping labels for rerouted, held, or returned contracts
Identify trends in returned documents and recommend corrective actions
Sort and organize contracts by designated office or network groups
Manage daily movement of document boxes to meet ship-date requirements
Set up and label new document storage boxes as needed
Monitor inventory of mailing supplies and request replenishment
Process policy modifications when required
Maintain and restock USPS bins, folders, and related supplies
Assist with training new or junior associates
Participate in audits and compliance reviews
Requirements:
High level of accuracy and strong attention to detail
Proficiency with data entry and internal tracking systems
Basic understanding of postal services and shipping procedures
Strong organizational, multitasking, and problem-solving skills
Effective written and verbal communication skills
Ability to work independently while contributing to team goals
Comfortable using tools such as Microsoft Office (or similar software)
High school diploma or equivalent
1-2 years of experience in mail handling, document processing, or customer service
Ability to prioritize work and meet deadlines in a fast-paced environment
Basic PC proficiency required
Proven ability to work accurately with confidential information
Strong teamwork and collaboration skills
Ability to lift and carry 15-20 pounds consistently
Ability to multitask and navigate multiple systems simultaneously