Document Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Create and revise plan documents, including adoption agreements, plan amendments, loan policies, SPDs, and SMMs, for both new and existing qualified retirement plans (401(k), 401(a), 403(b), 457(b), PEPs, and MEPs).

• Prepare plan review outlines and recommend design and/or administrative modifications for clients to streamline administration and minimize design complexity.

• Manage plan installations and conversions, encompassing intake reviews, data validation, and document preparation.

• Ensure that documents adhere to current IRS, ERISA, and DOL regulations as well as internal service standards.

• Complete assigned projects and document requests within defined service timelines for Start-Up and Takeover Plans, along with Amendments and Restatements.

• Act as a subject matter expert for plan design and compliance, escalating complex issues to leadership when necessary.

• Assist the sales team and consultants during pre- and post-sale activities with plan-related documentation.

• Conduct peer reviews of documents and provide training and support for team members based on experience, as required.

• Monitor and update project status within workflow systems (e.g., PensionPro, FT Williams, Pipeline).

• Assess and suggest process improvements to enhance service delivery and operational efficiency.

• Archive client correspondence and documentation in accordance with firm practices.

• Engage in team meetings, training sessions, compliance projects, and firm-wide initiatives.

• Keep technical knowledge current through webinars, certifications, and other professional development opportunities.

• Serve as a primary point of contact for internal clients; respond to inquiries via Teams, email, or phone.

• Collaborate with Account Managers, the New Business Team, and leadership to guarantee a seamless and compliant onboarding experience.

⛳️ Requirements

• Strong working understanding of IRS/DOL regulations applicable to retirement plans.

• Experience in drafting both pre-approved and custom plan documents using web-based vendor platforms.

• Capability to manage legislative restatements and document updates in line with IRS deadlines.

• Experience with Pooled Employer Plans (PEPs) is advantageous.

• Familiarity with the Self Correction Program (SCP) and Voluntary Correction Program (VCP) under EPCRS is a plus.

🏝️ Benefits

• Medical, Dental & Vision — we cover 80% for employees and 50% for dependents.

• 401(k) with safe harbor contributions.

• Generous open PTO policy.

• Life insurance, FSA & HSA.

• Ongoing industry training and professional development.