Marketing Support Specialist

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Position Title: Marketing Support Specialist
Department: Marketing
Reports To: Senior Vice President of Marketing
Revised: March 2017
 
 
 
JOB SUMMARY: 
The Marketing Support Specialist manages a wide array of marketing initiatives and administrative functions. Develops and manages agency systems and processes. Oversees agent appointment and termination processing.  Liaises with Information Systems in developing and generating reports. Maintains various agent and company data bases.
 
ESSENTIAL JOB DUTIES
 
Administrative Support        
  • Provide general administrative support to members of the Marketing department as needed
  • Prepare reports, organizational charts, PowerPoint presentations and Excel spreadsheets.
  • Schedule meetings, conference calls and webinars
  • Prepare meeting materials
  • Establish, maintain and update filing system; retrieve information as needed
  • Maintain office supply inventory
  • Distribute mail daily
  • Maintain office equipment
  • Maintain storage room in an organized fashion
  • Compile marketing representatives’ weekly, monthly and quarterly reports for Marketing management team review
  • Participate in agenda preparation, organize and take minutes at quarterly Marketing/Underwriting meetings  
  • Act as primary back-up for website administration
  • Edit and post Support Center documents
  • Reconcile invoices, assign expense coding, prepare check requests and route for approvals
  • Organize social functions, make reservations etc. as needed
  • Assist with agent holiday party and charity golf event
  • Fulfill collateral requests from field Agents and Marketing Representatives
  • Maintain and track sports tickets, marketing collateral and giveaway inventory
  • Develop reports, spread sheets as needed to track incentive contests and other promotions.
  • Make travel arrangements for management team
  • Process expense reports for management
  • Record and maintain ITR’s
  • Suggest and develop process improvements
  • Provide support for agency passwords and user ID requests
  • Support other departments and managers in an administrative role as needed
 
Agency Administration
  • Process new agency information and agency set up; process agency terminations; update active agency information as needed
  •  Set up and maintain all current agency files and organize for all insurance carriers
  • Obtain current licensing and process appointment information for all active accounts
  • Process all Agent of Record transfers for mergers and buy outs
  • Manage and document agency performance and agency review process
  • Organize and prepare agency reviews; including resulting changes in e-Quotes
  • Assist in profit share and annual dividend process and mailing including monthly dividend mailing for Florida agents.
  • Respond to agent questions or customer service issues as it relates to system concerns
  • Respond to Agency Changes and “Info” mail boxes
  • Respond to and catalog daily ATAR inquiries
  • Request monthly E & O from agents; update profiles and archive in AcroSoft
  • Manage employee system access.
 
Miscellaneous:
  • Review and assist with development of Data Warehouse tools
  • Serve as a Data Warehouse power user creating and editing new and existing reports
  • Request and distribute data warehouse reports
  • Act as liaison at IS Steering committee and disseminate information to Marketing Department
  • Attend Business Continuity committee meetings and disseminate information to Marketing
  • Work independently and within a team on special and nonrecurring and ongoing projects, which may include: planning and coordinating multiple presentations, disseminating information and organizing company-wide events.
ESSENTIAL JOB REQUIREMENTS, EDUCATION and WORK EXPERIENCE
 
  • Bachelor's degree from an accredited college or university; or equivalent education and experience in Marketing or other related field
  • 5 or more years of marketing and agency administration, including significant interaction with independent agents preferred 
  • Previous P&C insurance or agency experience preferred
  • Proficiency in developing technological resources
  • Ability to learn new software systems and programs
  • Work with and securely maintain confidential information.
  • Excellent presentation skills incorporating both verbal and written communication skills
  • Excellent interpersonal skills and the ability to work with people at all levels inside and outside of the company
  • Strong problem solving and time management ability; organization skills and excellent attention to detail
  • Ability to prioritize and manage work load with minimal supervision
  • Highly developed computer skills and IT intellect; strong Microsoft Office skills. Especially MS Excel
NORMAL WORK ENVIRONMENT & PHYSICAL EXPECTATIONS
 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
  • General office environment
  • General sedentary work
  • May lift up to 20 pounds
 
NOTE:  The information listed above is not intended to be construed as an employment contract, nor is it intended to state or implies an exhaustive list of duties to be performed by this employee or by this job title.  Every employee at every level of the company is expected to perform additional duties or tasks as required by business need and requested by their Supervisor/Manager.
 
 
 
 
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