*The official job title is: Forms and Inventory Coordinator
Responsible for the development and coordination of activities related to total forms/inventory management systems within the organization. This role will be responsible for sourcing new suppliers, managing vendor relationships, and managing appropriate physical inventory levels. Responsibilities also include form design and implementation, form standards development, and ensuring that forms adhere to system requirements and organizational standards.
Keeps files and inventory records for State Office and District Claims Offices.
Problem solves with departments and vendors when necessary
Stays abreast of new technologies and procedures related to the improvement of forms and forms design.
Works within the Inventory Software system to administer all aspect of forms, paper inventory.
Coordinates the document life cycle from creation to obsolete
Meets with Document Management Services to determine scope and time frame of any forms project.
Receives reports on forms received and makes necessary entries to inventory records on all inventoried items.
Works with form vendors and in-house print center on details and schedules regarding typesets, negatives, proofs, and deadlines.
Receives form requests and makes reorders or releases on those not requiring new vendor bids.
Receives, verifies, and processes daily purchase invoices.
Responsible for managing inventory and submitting the corporate year-end inventory figures.
Keeps management informed of all activities involving forms.
Responsible for ordering specialty items.
Acquires information such as price and service on forms, envelopes, and paper purchases.
Footnotes forms file for any pending revisions and adjust lead time on inventory software.
Regular, predictable attendance as employee has to physically be in the office.
This list of essential functions is non-exhaustive and may be supplemented as necessary.
Keeps records on current vendors, which includes sales representatives, addresses, phone numbers and product availabilities.
Arranges to have printing jobs, which cannot be performed in-house done by other service companies.
May answer correspondence regarding accounts payable.
Places all orders to various vendors for forms and some miscellaneous items.
Keeps copies of current forms on file.
Assists departments with cost figures for budgets, various studies and proposals.
Research history files to procure documents for Legal Department upon request.
Physical demands: Normal vision/hearing (with or without correction); Lifting up to 30 lbs.; Speaking.
Mental demands: Ability to comprehend new concepts and procedures quickly.
Environmental factors: Standard office lighting, temperature, and noise.
Equipment: Telephone; Computer keyboard; Calculator.
Bachelor’s degree preferred. Combination of formal education, training and experience to acquire knowledge and skills generally equivalent to those possessed by a four-year college graduate may be considered.
Two or more years’ experience in a business environment.
Experience in inventory procedures and systems desirable.
Exceptional customer service skills; ability to work in a service-oriented team environment.
Self-motivation, creativity and proven leadership are required.
Demonstrated skills in oral and written communication.
Ability to manage multiple priorities.
Effective time-management skills.
Excellent work attendance record.
Good organizational and decision-making ability.
Proficient in word processing, database and spreadsheet software.
Ability to comprehend new concepts and procedures quickly.
Experience or training in Data Processing Forms Design and Project Management is desired.
General knowledge of printed forms procedures desirable.