Plan Document Administration, Lead

Position Location: 100% remote

About the Role

The Plan Document Administrator, Lead supports the preparation and administration of amendments, plan documents, and summary plan descriptions for clients, as requested or necessitated by law. This position maintains a comprehensive understanding of assigned plan documents and company procedures, leads the onboarding and training of new Plan Document Administrators, coordinates team production, and applies a project-management approach to organize workstreams, improve processes, and maximize proactive, efficient output.

Supervisory responsibilities include providing day-to-day functional leadership, workflow coordination, training, and production oversight for Plan Document Administrators. Employee-relations or formal performance matters are escalated to department leadership as appropriate.

Responsibilities

• Maintains knowledge of applicable state and federal laws, industry regulations, HIPAA requirements, company procedures, systems, service expectations, and interdepartmental dependencies.
• Maintains current document versions for internal systems and departments.
• Maintains organized plan document draft and final-document records to support accurate and efficient retrieval.
• Tracks open files, outstanding signatures; issues follow-up notices and communicates with clients, brokers, vendors, and internal departments to keep work progressing.
• Leads the onboarding and training of new Plan Document Administrators on company procedures, systems, documentation standards, quality expectations, and departmental workflows.
• Manages team production by coordinating assignments, monitoring workload and progress, identifying capacity or workflow constraints, and driving timely completion of deliverables.
• Creates and maintains standard operating procedures, job aids, and process documentation to promote consistency, quality, and operational continuity.
• Evaluates workflows and implements process improvements that reduce inefficiencies, strengthen quality controls, anticipate production needs, and maximize scalable, proactive output.
• Partners with Plan Document Analysts on departmental projects, research, reporting, tracking, and coordinated plan document initiatives.
• Applies project-management principles to organize multiple workstreams, establish priorities and milestones, track dependencies and deliverables, communicate status, and resolve barriers to completion.

Requirements

• 3+ years of office/administrative experience or 1 year with medical/health insurance experience.
• Familiarity with HIPAA procedures and policies.
• Health Care Administration background a plus.
• High School Diploma or GED required.

Skills

• Working knowledge of computers and software including but not limited to Microsoft Office products.
• Demonstrated ability to train and onboard employees, coordinate team production, develop standard operating procedures, improve processes, manage competing priorities, and organize multiple workstreams using project-management principles.

Benefits

• Multiple Health plan options
• Company paid employee premiums for disability and life insurance
• Parental Leave Policy
• 20 days PTO to start / 10 Paid Holidays
• Tuition reimbursement
• 401k Company contribution
• Company paid Short & Long term Disability plus Life Insurance
• Professional development initiatives / continuous learning opportunities
• Opportunities to participate in and support the company's diversity and inclusion initiatives