<p>General Summary</p> <p>The Corporate Services Specialist is responsible for all logistics for Corporate, Agency, and Industry Meetings. This position also manages the Corporate Fleet program, serves as the Corporate Retention Administrator, and manages organizational lunches and online webstores for associates. This position is ultimately responsible for determining and hiring vendors for designated responsibilities while establishing and maintaining budget thresholds.</p> <p>Essential Functions</p> <ul> <li> <p>Responsible for and makes decisions related to all logistics for both internal and external agency events, meetings, training, trade shows and exhibits, and seminars which includes but is not limited to:</p> </li><li> <p>registration,</p> </li><li> <p>food and beverage,</p> </li><li> <p>overnight accommodations,</p> </li><li> <p>audio visual, and</p> </li><li> <p>promotional items.</p> </li><li> <p>Communicates all agency events including meetings, training, trade shows, and exhibits to the Sales Department to ensure attendance and representation.</p> </li><li> <p>Collaborates with the Sales and Corporate Communications Departments for marketing material for all meetings, tradeshows, events, exhibits, and conferences.</p> </li><li> <p>Administers and manages all OMIG-branded material (promotional items) for the Company, industry trade shows and exhibits, and agency meetings and events - including agency recognition awards.</p> </li><li> <p>Manages the expenses and budgets for promotional items to ensure Ohio Mutual is receiving the best value on these products purchased.</p> </li><li> <p>Administers and manages the OMIG-branded Web Store for associates.</p> </li><li> <p>Administers the vendor selection and online portal ordering via the vendor's website, which includes the design and brand.</p> </li><li> <p>Decides on vendor selection, and ensures new items are current, and associates are offered a wide selection with the best value.</p> </li><li> <p>Serves as the Corporate Record Retention Administrator by:</p> </li><li> <p>Collaborating with department coordinators and ensuring that each department is adhering to retention guidelines.</p> </li><li> <p>Works with an outside vendor for permanent storage.</p> </li><li> <p>Communicates, monitors, reports, and approves the shredding of internal documents.</p> </li><li> <p>Participates with the IT Department on electronic retention projects by serving as the business lead, providing direction and expectations to department coordinators.</p> </li><li> <p>Manages the Fleet program for all company vehicles which includes:</p> </li><li> <p>Collaborates with the fleet vendor to request quotes, negotiate leases, re-order cars, and to ensure delivery of vehicles to drivers.</p> </li><li> <p>Ensures that license renewals are completed timely.</p> </li><li> <p>Monitors and approves maintenance reports.</p> </li><li> <p>Ensures that insurance has been added or modified as needed and notifies appropriate associates.</p> </li><li> <p>Initiates and reviews fleet inspections.</p> </li><li> <p>Prepares annual budget and reports variance as requested.</p> </li><li> <p>Tracks various information on individual units and driver information.</p> </li><li> <p>Approves and verifies monthly invoice.</p> </li><li> <p>Assists drivers as needed.</p> </li><li> <p>Coordinates, organizes, and manages all weekly Hump Day lunches for associates as well as all Senior Management lunches as requested which includes determining and hiring vendors for these meals.</p> </li><li> <p>Manages the Partnership Investment Program (PIP) for the Sales Department for reimbursement on marketing campaigns, advertising, and other miscellaneous items. Establishes guidelines within authority levels and ensures that the program is being followed as designed.</p> </li><li> <p>Collaborates with the inside Sales Manager and Corporate Communications Department to build and maintain new agency welcome kits. Builds and maintains new agency prospecting kits (Why Choose OMIG to enhance company/agency value).</p> </li><li> <p>Serves as a back-up for the Event and Meeting Manager in his/her absence.</p> </li><li> <p>Seeks ways to implement Continuous Improvement within the processes for which this position oversees.</p> </li><li> <p>Travels occasionally for training and to facilitate meeting logistics.</p> </li><li> <p>Performs other duties and special projects assigned to position to ensure effective and smooth continuity of operations.</p> </li></ul> <p>Working Conditions</p> <ul> <li>Normal office working conditions. </li><li>Sitting for extended periods of time. </li><li>Lifting weights up to 25 lbs. </li><li>Concentration on meeting deadlines. </li><li>Periodic overnight travel by automobile and airline. </li></ul> <p>QUALIFICATIONS</p> <p>Skills and Abilities</p> <ul> <li>Possesses strong Microsoft and office skills including Excel, Word and PowerPoint. </li><li>Possesses excellent written and oral communication skills, including telephone skills. </li><li>Interpersonal and organizational skills. </li><li>Ability to influence others in a professional manner. </li><li>Demonstrates the ability to manage multiple projects at one time while meeting deadlines and handling competing priorities. </li><li>Possesses a general knowledge of insurance products. </li><li>Demonstrates a strong ability to maintain confidentiality. </li><li>Approaches work with detail-orientation. </li></ul> <p>Education/</p> <p>Experience Requirements</p> <ul> <li>College degree or equivalent work experience required. </li><li>Previous experience organizing and managing events preferred. </li><li>Previous marketing experience preferred. </li></ul> <p>SUPERVISION</p> <p>Supervision Received</p> <ul> <li>Work is evaluated primarily on overall results. </li><li>Frequently exercises influence and good judgment to achieve desired outcome. </li><li>Self-reliant, requiring minimal oversight. </li><li>Unusual problems are referred to manager along with suggestions for correction. </li></ul>