Direct Mail and Fulfillment Manager

Overview

Our mission is Better Health. Our passion is helping others.

What’s Your Why?

• Are you looking for a career opportunity that will help you grow personally and professionally?
• Do you have a passion for helping others achieve Better Health?
• Are you ready to join a growing team that shares your mission?

Why Join Our Team: At Better Health Group, it’s our commitment, our passion, and our culture that sets us apart. Our Team Members make a difference each and every day! They support our providers and payors, ensuring they have the necessary tools and resources to always deliver best-in-class healthcare experiences for our patients. We don’t just talk the talk - we believe in it and live by it. Be part of a team that shares your passion and drive, and start living your purpose at Better Health Group.

Responsibilities

Position Objective:

The Direct Mail and Fulfillment Manager plays a critical role in the delivery of Better Health Group communications and content that support the company’s growth, mission and delivery of care to our patients.   This position oversees end-to-end planning and execution of direct mail campaigns and print production, kitting, and collateral fulfillment that are a part of our overall direct to consumer (e.g. DTC, retail) and business to business (e.g. B2B) marketing and sales programs.The ideal candidate combines Medicare and clinic marketing experience with operations and vendor management experience, and a data-driven mindset to deliver campaigns and tools that are accurate, timely, and cost-effective.

Essential Functions:

Direct Mail 

• Strategy and Planning: Develop direct mail strategies, spending plans and forecasts to achieve marketing and business goals by market and clinic, including ongoing testing and learning roadmap.
• Testing:  Continuously test using proven methodologies (e.g. randomized holdouts, confidence intervals) and optimize end to end performance, from cadence and frequency, to creative and messaging, to packaging, landing page and phone responses, to inbound conversion and ongoing nurturing. 
• Targeting and Modeling:  Analyze larger data sets and partner with analysts and vendor data science teams to develop models that predict and improve segmentation for direct mail and retail marketing
• Project Management: Personally manage and collaborate with internal and external partners to ensure on-time, on-quality, and on-budget execution, from campaign concept and creative to delivery, including planning, brief development, production, list selection, and distribution.
• Budgeting: Establish and monitor budgets and forecasts for the direct mail channel, identifying cost-saving opportunities while maintaining quality and effectiveness. 
• Vendor Management:  Coordinate, consolidate, and manage agencies and vendors to improve effectiveness and develop more automated systems  Request bids, negotiate pricing, and approve estimates and invoices for all related projects.
• Reporting and Analytics: Develop and drive improvement of reporting on operational execution and performance metrics, providing key insights and recommendations for iterative improvement.

Fulfillment & Inventory Operations

• Advance the development and integration of our digital asset management (DAM), variable data printing (VDP) and print on demand (POD) systems with our production and fulfillment systems
• Manage the printing, storage, shipping, and distribution of marketing collaterial and materials.
• Maintain accurate inventory of materials; monitor reorder thresholds and ensure timely replenishment.
• Collaborate with clinics and operations teams on material needs based on planned activities
• Oversee vendor portals, order forms, and internal request systems to streamline fulfillment processes.

Quality Control & Compliance

• Ensure all direct mail and printed materials meet CMS and Medicare Advantage compliance requirements, including appropriate disclaimers and approval processes.
• Perform quality checks throughout production to guarantee accuracy, brand consistency, and regulatory compliance.
• Develop and maintain documentation of process standards, audit trails and workflows for compliance reporting and to ensure internal alignment and effective project management.

Position Requirements / Skills:

• Bachelor’s degree in Marketing, Communications, Business, or a related field preferred.
• 5+ years of experience in direct mail marketing, print production, or fulfillment operations, ideally within healthcare or another regulated industry.
• Experience working in or with primary care, Medicare Advantage, managed care, or value-based care organizations strongly preferred.
• Experience managing external vendors, complex timelines, and multi-channel production workflows.

• Strong project management skills with the ability to manage multiple, deadline driven initiatives.
• Working knowledge of print production, data list management, and postal regulations.
• Proficiency in Google Suite (Drive, Docs, Sheets, Slides) and familiarity with project management or fulfillment software (e.g., Monday.com, Airtable, Asana).
• Experience managing creative assets and workflows through marketing automation and digital asset management systems preferred.
• Understanding of HIPAA, PHI and CMS compliance guidelines for patient and provider communications.

• Analytical and detail-oriented, with the ability to personally interpret campaign data, develop spreadsheets and work comfortably in mid-sized data sets
• Strong reasoning, critical thinking, and problem-solving abilities
• Excellent written and verbal communication skills with a collaborative, solutions-oriented mindset.
• Organized and results-driven, with ability to prioritize and adapt in a fast-paced, evolving environment.
• Demonstrated initiative, resourcefulness, and ownership in driving projects to completion.
• Proven ability to work cross-functionally and build effective partnerships across teams.

• Appreciation of cultural diversity and sensitivity toward patient populations.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to operate standard office equipment such as a computer, phone, copier, and printer.
• Ability to communicate effectively in person, over the phone, and in virtual meetings.
• Occasional standing, walking, or bending as needed to carry out normal office functions.
• Travel to Tampa office minimum bi-annually. Additional minimal travel may be required as needed.
• Must be able to lift up to 15 pounds occasionally.

Key Attributes:

• Has a contagious and positive work ethic, inspires others, and models the behaviors of core values and guiding principles.
• An effective team player who contributes valuable ideas and feedback and can be counted on to meet commitments.
• Is able to work within the Better Health environment by facing tasks and challenges with energy and passion.
• Pursues activities with focus and drive, defines work in terms of success, and can be counted on to complete goals.

Other:

Remote role with consistent travel to office and business or team meetings as needed (~10-15% travel).

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.