Job Application - World Insurance Associates

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Project Coordinator, New Acquisition Integration - Iselin, NJ

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Summary

World Insurance Associates is a unique insurance organization offering top products and services from major providers, combined with attentive service from local agents.


Founded in 2011, World is the second fastest-growing insurance broker in the U.S. We specialize in personal and commercial insurance lines, surety and bonding, employee benefits, financial and retirement services, and human capital management solutions.


Position Overview

Reporting to the Head of Acquisition Integration, The Acquisition Integration Project Coordinator will fulfill various project planning duties and responsibilities. This position works closely with the Head of the Integration Management Office (IMO) to create comprehensive action plans concerning activities related to the integration of newly acquired companies. This position is responsible for coordinating duties such as scheduling meetings, communicating and disseminating information to the integration team, and keeping everyone up to date of any changes to integration project plans.


Essential Responsibilities

  • Create and maintain comprehensive project documentation, plans and reports
  • Participate in IMO meetings and propose improvements if necessary
  • Evaluate potential issues and technical matters and proactively communicate to the Head of IMO
  • Upload new acquisitions to Deal Room post acquisition Letter of Intent (LOI) and add appropriate integration members
  • Manage all logistics for Welcome Day meetings which includes, but is not limited to: the coordination of calendars of sellers and leaders, date selection, identifying space, preparing PowerPoint presentations, ensuring that all of the technologies related to presentations flow smoothly, organizing lunch, and preparing welcome packages
  • Manage all logistics for World Leadership Orientation sessions which includes, but is not limited to: the coordination of calendars, sending out invitations to and registering participants, distributing and collecting post event surveys, and all other post meeting activities such as sharing presentations and action plan templates
  • Manage monthly integration employee survey via Entromy.
  • Manage integration visitation schedule and communication calendar of colleague engagement
  • Coordinate project management activities, resources, equipment, and information
  • Assign tasks to internal teams and assist with schedule management
  • Help prepare budget with Head of IMO
  • Analyze risks and opportunities with Head of IMO
  • Monitor project progress and advise Head of IMO workstreams at risk by acquisition
  • Act as the point of contact and communicate project status to all participants


Skills

This is a challenging and fast-paced environment that requires a consistent, sustained commitment to excellence to keep things running smoothly in the IMO. Must be able to work well under pressure without sacrificing quality. Must be detail-oriented, dependable, a problem solver and an articulate communicator. Must have:

  • Proven work experience as a Project Coordinator or similar role
  • Experience in project management, from conception to delivery
  • An ability to prepare and interpret flowcharts, schedules, and step-by-step action plans
  • Solid organizational skills, including multitasking and time-management
  • Strong client-facing and teamwork skills
  • Strong working knowledge of Microsoft Office-particularly Excel and PowerPoint
  • Hands-on experience with project management tools
  • Strong oral and written communication skills


Education/Work Experience

  • Four-year college degree and one to three years project planning / project coordinating / project management experience


Location

  • The preferred location is Iselin, New Jersey. Carlstadt, New Jersey is also an option.
  • Hybrid (2 days remote) available, fully remote will be considered for exceptional candidates.