Retirement Specialist

About the role

The Retirement Specialist will be responsible for the accurate and timely transmission and reporting of contribution and census data for more than 1,600 adopters sponsored by CoAd. The department also monitors the compliance of the Multiple Employer Plan, including audit requirements, non-discrimination testing, and corrections, and the filing of Form 5500.

Responsibilities

• Download and format deferral feedback files from Empower.
• Import the deferral feedback into Quantum and review the results.
• Download and format the loan feedback file from Empower.
• Review the loan feedback data entry to ensure accuracy.
• Develop weekly and monthly metrics reporting.
• Receive, review, and reconcile the onboarding adopter’s pipeline status.
• Review, submit, and invoice document amendments.
• Update Quantum for plan amendments.
• Discuss allocation requests with clients and submit the requests to Empower for completion.
• Review and invoice for allocation requests completed by Empower.
• Coordinate client allocation funding and remit to Empower.
• Receive new adopter signed documents from Empower and document accordingly.
• Maintain Empower reporting and enter new adopters into Quantum.
• Receive, review, and document 401k consults from Sales, other internals, clients, etc.
• Document assets transferred into the CoAdvantage MEP (entering year-to-date contributions into the prior plan).
• Research new hire, rehire, and employee termination events in conjunction with plan rules.
• Takes incoming phone calls from all client companies and providers, reacting within specified time frames to all customer inquiries and maintaining superior client relationships.
• Conducts complete investigations into potential errors and plan administration issues, documenting appropriately and making recommendations about necessary actions.
• Responds to client, employee, and provider inquiries related to retirement benefit programs.
• Manage online enrollment portal.
• Work closely with Client Services team to build and maintain strong customer relationships and deliver ongoing superior service.
• Proactively recommend changes to operating procedures to maximize accuracy and productivity.
• Escalates issues/concerns/special requests to 401k management.
• Establish and maintain effective working relationships with area staff, management, and clients.
• Perform other duties and special projects as assigned.
• Demonstrate a consistent attitude of excellence and uncompromising integrity in a highly collaborative teamwork environment.
• Ensure work area is clean, secure (HIPAA compliant), and well maintained.
• Stay abreast of compliance regulations and changes in the field of MEP's, ERISA, and DOL requirements.

Requirements

• 2+ years of experience in retirement plan administration, 401(k) recordkeeping, or benefits administration.
• Familiarity with Asana and Salesforce, as well as strong analytical and problem-solving abilities.
• Advanced knowledge of Excel and ability to quickly learn new software applications.
• Familiarity with AI-assisted tools (e.g., generative AI, CoPilot, Claude) and a willingness to incorporate them into daily workflows.
• Comfort using AI tools to improve productivity, draft content, or summarize information.
• Excellent verbal and written communication skills.
• Strong customer relationship and interpersonal skills.
• Experience working in an environment where payroll / benefits are processed daily (a plus).
• Strong organizational skills.
• Knowledge of word processing and spreadsheet applications.
• Good time management.
• Excellent attention to detail.
• Works well in a team environment.
• Able to maintain confidential information.

Qualifications

• High school diploma or equivalent.

Skills

• Understanding of 401(k) plan recordkeeping and compliance.
• Data accuracy.
• Attention to detail.
• Strong written and verbal communication skills.

Benefits

• Compliance with HIPAA standards.

Pay

• Competitive salary based on experience and qualifications.

Schedule

• Full-time position.