This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Specialist, Forms Administration based in the United States.
This is an excellent opportunity for a detail-oriented professional to support the administration, production, and distribution of operational forms and customer communications in a regulated financial services environment. You will play a key role in maintaining accurate, up-to-date documentation and ensuring that business forms, letters, notices, and print materials meet established quality standards. Working closely with internal stakeholders and external vendors, you will coordinate revisions, approvals, print production, and fulfillment activities. You will also help streamline workflows, maintain organized document repositories, and ensure deliverables are completed on schedule. This role is ideal for someone who combines strong organizational skills with a commitment to accuracy, process improvement, and operational excellence. Join a collaborative environment where your work contributes to reliable business operations and a consistent experience for financial professionals and their clients.
Accountabilities
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Forms Administration: Maintain and update organizational forms, application packages, and supporting documentation, ensuring accuracy, consistency, appropriate formatting, current branding, and clear instructions.
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Revision Management and Approvals: Coordinate new forms and routine revisions, including changes to wording, fields, layouts, contact details, and other content. Work with relevant internal teams to secure approvals and ensure updates are implemented correctly.
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Document Repository Management: Maintain a centralized forms repository, ensuring the latest approved versions are accessible and outdated materials are replaced. Publish and audit approved forms across external online platforms.
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Correspondence Management: Update standard letters, notices, templates, and other outgoing communications to reflect approved changes and maintain consistency across customer-facing materials.
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Print and Direct Mail Coordination: Manage multiple print and direct mail campaigns alongside daily production activities, coordinating estimates, schedules, data processing instructions, quality assurance, and delivery timelines with internal teams and external vendors.
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Production Specifications and Issue Resolution: Prepare detailed print specifications and mailing instructions, monitor production quality, investigate print and mailing issues, and coordinate timely resolutions with the appropriate stakeholders.
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Budget and Cost Management: Obtain print and mailing estimates, monitor expenses against departmental budgets, and support cost-effective production and fulfillment processes.
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Inventory and Fulfillment: Maintain fulfillment materials, monitor inventory levels, coordinate replenishment orders, and manage requests for business cards, stationery, and related supplies.
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Process Improvement and Compliance: Follow established procedures and best practices, contribute to process improvement and change management initiatives, and support special projects and other operational responsibilities as required.
Requirements
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Relevant Experience: At least 3 years of experience in forms administration, print production, fulfillment, or a closely related operational environment.
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Financial Services Knowledge: Experience working in a regulated financial services environment, with an understanding of the importance of accurate documentation, controlled revisions, and established procedures.
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Forms and Document Management: Demonstrated ability to manage forms, templates, correspondence, revisions, approvals, and document repositories while maintaining high standards of accuracy and consistency.
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Print and Fulfillment Coordination: Experience coordinating print production, direct mail campaigns, fulfillment activities, vendor communications, scheduling, and inventory management.
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Process Improvement: Experience leading or contributing to process improvement and change management initiatives, with the ability to identify inefficiencies and implement practical solutions.
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Organizational Skills: Strong attention to detail and the ability to manage multiple requests, deadlines, campaigns, and priorities simultaneously.
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Communication and Collaboration: Excellent written and verbal communication skills, with the ability to coordinate effectively with internal departments, external vendors, and cross-functional stakeholders.
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Problem-Solving: A proactive approach to investigating discrepancies, resolving production issues, following established procedures, and ensuring deliverables are completed accurately and on time.
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Budget Awareness: The ability to obtain and evaluate vendor estimates, track expenses, and support adherence to departmental budgets.
Benefits
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Competitive Salary: Base salary range of $50,000–$60,000 per year.
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Remote Work: Remote position based in the United States.
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Professional Development: Opportunities to build expertise, strengthen operational capabilities, and contribute to process improvement initiatives.
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Meaningful Impact: Help maintain the quality and reliability of essential financial services documentation and communications.
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Collaborative Environment: Work with internal business teams and external partners in a role that values accuracy, accountability, and operational excellence.