Insurance Document Associate

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.

Key Responsibilities

Document Verification & Assembly

• 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

Label Production & Data Validation

• 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

Field Requests & Exception Handling

• 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

Returns Processing

• 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

Organizational & Operational Support

• 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

Additional Responsibilities

• 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

Qualifications

• 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)

Education & Experience

• 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

Physical & Other Requirements

• Ability to lift and carry 15–20 pounds consistently
• Ability to multitask and navigate multiple systems simultaneously
• Position requires fingerprinting (non‑registered role)