Retirement Plan Specialist

About the role

As a member of the ExtensisHR internal Benefits team, you will be responsible for assisting with the administration of the Extensis 401(k) Retirement Savings Plan with over $1 billion in assets. The plan is an ERISA, defined contribution, Pooled Employer Plan (PEP). The Retirement Plan Specialist assists with all aspects of program management, including all operational and compliance activities. This role interacts with the plan’s recordkeeper, financial advisory team, internal Retirement committee, internal stakeholders, adopting employers and plan participants.

Responsibilities

• Act as a point of contact between ExtensisHR and the recordkeeper to coordinate the new business implementation process, from introductory call to the final transfer of plan assets.
• Act as the interface between ExtensisHR and the recordkeeper to monitor and facilitate participant enrollments, loans and distributions.
• Ensure the timely and accurate transfer of payroll and participant contribution and enrollment files between Extensis and recordkeeper via the Application Programming Interface (API).
• Conduct periodic audits and reconciliation of data between Extensis and recordkeeper; make corrections and adjustments in HRIS system as needed.
• In partnership with the Financial Advisory Team, provide consulting and subject matter expertise to prospective client adopters.
• Responsible for assisting with client‑related 401k questions across multiple internal departments (Benefit Operations, Implementation, and others); document client interactions timely and accurately in ExtensisHR’s client database system.
• Assist with the annual nondiscrimination testing process, including fielding client questions and preparing annual census files.
• Review, interpret and maintain all plan documents, adoption agreements, amendments and restatements at the plan administrator and adopter level, as needed.
• Enter and maintain adopter‑level plan details in HRIS system.
• Remain current with all laws and regulations for retirement plan administration.
• Ensure the effective and timely communication of periodic and required plan regulatory information to adopting employers and plan participants, as needed.
• Collaborate with ERISA committee and internal stakeholders to identify, troubleshoot and resolve plan or participant‑level issues and concerns.
• Update materials, procedures, instructions etc. and distribute to staff as required.
• Foster a positive work environment and support co‑workers in achievement of departmental goals.
• Establish work objectives and priorities to perform work in a cost‑effective manner.
• Proactively recommend changes in procedures, forms, and checklists to reduce account errors, increase productivity, or improve the client experience.
• AI Utilization and Literacy: effectively use and understand artificial intelligence (AI) tools and technologies to enhance productivity, decision‑making, and overall performance; maintain awareness of emerging AI applications relevant to responsibilities, apply AI tools ethically and effectively, and continuously develop AI proficiency.
• Performs additional responsibilities as assigned to support the efficient operation of the department and the organization.

Requirements

• Education: Bachelor’s degree or an equivalent combination of education, training and experience required.
• Experience: One (1) to three (3) years relevant work experience in the field of retirement plan administration and/or PEO preferred.
• Competencies: Highly organized with effective time management skills and proven ability to meet deadlines; strong communication and interpersonal skills; knows how to build relationships; customer‑focused attitude; excellent analytical and problem‑solving skills; able to keep up in a fast‑paced and rapidly changing environment; knowledge of Microsoft Excel.
• Physical Demands: Ability to sit or stand for extended periods while performing desk‑related tasks; prolonged use of a computer, keyboard, and mouse requiring repetitive motion; ability