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Project Assistant

D

Data-Mail, Inc.

Posted 3 months ago

Full Time

Newington, Connecticut

In Person

Smart Summary

Responsibilities

The Project Assistant will support account directors and managers with the day-to-day maintenance of mailing programs and administrative tasks. Responsibilities include data entry, generating reports, preparing customer samples, and providing switchboard relief.

Qualifications

We are looking for a detail-oriented project assistant to support account directors and managers with mailing programs. Key requirements include an associate's degree (or equivalent experience), proficiency in Microsoft Office, and strong communication skills. This role involves data entry, report generation, sample preparation, and general administrative tasks.

Job Description

LOCATION: Newington, CT 
In-Person Monday-Friday 8:30 am - 5:00 pm 

SUMMARY

To assist account directors, account executives and account managers in the day-to-day handling and maintenance of the mailing programs of assigned accounts. Provide administrative and professional secretarial support to the account services department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Input data into CJM, process changes to job. May include setting up new customers.
  2. Generate inventory, production count and other miscellaneous reports. Provide general follow-up assistance.
  3. Follow-up on material leftovers: Assist AM in supplying customers with leftover balance reports. Attain material disposition. Write transportation orders.
  4. Mailpiece preparation:
  • Process customer samples
  • Verify accuracy of production samples.
  • Prepare customer samples for approval
  • Assist in the preparation of internal production samples
  1. Verify and file production QC pulls
  2.  Perform record keeping. Assist in sign-off preparation.
  3. Assist in preparing postage requests, postal reports and scan 3602’s.
  4.  Prepare transportation orders to ship samples
  5. Prepare PDF’s for clients.
     Assist Quote Team with scanning and filing.
  6. Backup telephone function. Provide switchboard/receptionist relief.
  7. Make hospitality arrangements, as required.
  8. Perform all duties in a confidential and professional manner.
  9. Complete special projects, as required.
  10. Comply with company rules and regulations.
  11. Maintain confidentiality of company-sensitive data.
  12. Implement a commitment to quality philosophy and recommend methods and procedures to reduce cost and/or improve operating efficiency of the department.
  13. Keep manager/supervisor informed of activities and situations that will impact the achievement of corporate or department goals and objectives.
  14. Perform other related duties as required to achieve the goals and objectives of the department and company.

EDUCATION/EXPERIENCE

  • Associates degree plus 1-2 years of experience in a clerical position or equivalent experience

COMPETENCIES

  • Team oriented
  • Detail oriented
  • Excellent verbal and written communication skills
  • Proficiency in Microsoft Office Word, Excel and Power Point 
  • Knowledge of word processing software
  • Excellent organizational skills

D

Data-Mail, Inc.

Data-Mail is one the nation’s largest full-service, data processing, printing, and direct mail lettershop production facilities. We are a privately held, family owned and operated company, established in 1971. Data-Mail employs nearly 1,000 people between our two locations, encompassing over 550,000 square feet of production space in the Hartford, CT area. We mail over 1.8 billion pieces each year. Within our diversified portfolio of blue chip clients, we service many industries including, financial services, insurance, retail, healthcare, telecom, publishing, non-profit and high-tech. Our full array of in-house services includes: • Data processing/programming • Web press and sheet-fed offset printing • Laser personalization with 23 continuous form laser printers • Vast digital print and personalization capabilities including Xerox iGen sheet-fed printers, Xeikon toner-based web digital, and Oce JetStream continuous form digital color presses • Full lettershop capabilities that include inkjet, match mail, card affix, and high speed inserting • In-house Commingle services • Envelope printing and converting • Integrated multi-channel services including I-Mail, PURL’s, SMS Text, and QR Codes • Intelisent mail tracking service • Legends Sourcing (WBENC certified paper merchant)
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