Administration Support Specialist

About the Company

Guidant Financial is a leading provider of innovative funding solutions dedicated to empowering entrepreneurs and supporting small business growth across the United States. With a commitment to excellence and a client-centric approach, Guidant has successfully helped launch over 20,000 businesses and created nearly 100,000 jobs. The company operates with a core set of values that include adaptability, connection, and excellence, fostering a dynamic and inclusive work environment. Guidant offers remote work opportunities, allowing team members to collaborate effectively from their home offices while maintaining a strong company culture. Recognized for its award-winning workplace environment, Guidant emphasizes continuous learning, diversity, and employee empowerment.

About the Role

The Administration Support Specialist at Guidant Financial plays a vital role in ensuring the smooth operation of the 401(k) Administration Services team. This position involves managing critical administrative workflows, performing precise data entry, and maintaining accurate records of plans and participants. The role requires a detail-oriented individual who can handle multiple systems and financial data accurately in a fast-paced, fully remote work setting. The role is ideal for candidates with a background in office management, financial regulations, or recordkeeping systems, seeking to grow within a supportive and innovative organization.

Responsibilities

• Manage the data entry process for 401(k) plan and participant information, ensuring accuracy and completeness
• Download investment management statement details and upload data into the backend database following established procedures
• Prepare and submit contribution correction payment requests to online providers, ensuring proper documentation and compliance
• Verify that all fees for one-time services are collected before submitting to Plan Administration
• Support reconciliation efforts related to contributions, forfeitures, and employer deposits
• Manage unresponsive termination processes, including outreach, documentation, and plan closure compliance
• Assist in creating, amending, and maintaining plan documents in accordance with regulatory standards and client requests
• Track and support plan restatements, interim amendments, and other document maintenance tasks
• Communicate with clients regarding their year-end filings and other administrative updates
• Collaborate with internal teams to ensure timely completion of SBA Waiver packets within SLA guidelines
• Respond promptly and professionally to internal stakeholder inquiries, providing accurate data and support
• Participate in ad hoc projects aimed at process improvement and operational efficiency
• Perform additional duties as assigned to support team objectives

Requirements

• Must be at least 18 years old
• Bachelor's degree or equivalent experience
• 1-3 years of experience in general office management or administrative roles (preferred)
• Advanced knowledge of 401(k) plan structures, ROBS, and IRS/DOL regulations
• Familiarity with recordkeeping systems, financial statement processing, and online contribution platforms (a plus)
• Proficiency in Microsoft Outlook, Word, PowerPoint, Teams, and Excel
• High level of integrity and discretion when handling sensitive information
• Ability to work independently and prioritize tasks under tight deadlines
• Strong organizational skills and attention to detail
• Excellent communication skills and ability to collaborate across teams

Benefits

• Collaborate with a team of motivated, creative, and supportive colleagues
• Ongoing training, career development, and opportunities for promotion, with over 30% of employees promoted in recent years
• Comprehensive health coverage, including a free premium option
• Paid parental leave and a generous 401(k) matching program
• Paid Time Off of three weeks plus 11 paid holidays for work-life balance
• Flexible remote work arrangements with company-provided equipment
• Access to Guidant’s award-winning workplace culture, including engagement events and leadership interactions
• Inclusive environment that promotes diversity, equity, and employee voice