Retirement Plan Manager

About Us Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. As a "One Employer Solution” headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees. Find out more by visiting www.vensure.com .

Position Summary

The Retirement Plan Manager serves as a strategic leader in the implementation and ongoing administration of employer-sponsored 401(k) plans, bringing advanced expertise in ERISA regulations and retirement plan compliance. As a key partner in onboarding new client plans, the Retirement Plan Manager collaborates with internal teams and external stakeholders to deliver a seamless setup experience, while also providing high-level guidance on plan design, fiduciary responsibilities, and regulatory adherence.

Essential Duties and Responsibilities Lead and support the onboarding of new 401(k) plans, ensuring timely and accurate completion of setup tasks and documentation. Serve as the primary point of contact for an assigned book of retirement plan clients, guiding them through onboarding and providing ongoing support following installation. Coordinate the distribution of participant notices and employer communications during onboarding and throughout the plan lifecycle. Provide responsive support to employers and participants regarding plan operations, including eligibility, contributions, and general inquiries. Monitor and assist with contribution submissions, rate changes, and eligibility tracking to ensure accurate plan administration. Collaborate with the team to deliver seamless onboarding experience and ongoing client support. Assist in scheduling and facilitating employer training sessions to ensure understanding of plan responsibilities and deadlines. Prepare and review plan documents and service agreements, overseeing payroll vendor integrations, and ensuring accurate and timely contribution processing. Support preparation and review of compliance documentation, including nondiscrimination testing and Form 5500 assistance. Escalate operational issues or compliance concerns to the senior team members for resolution. Maintain and update CRM data to ensure client records are accurately documented. Ensure all plan-related documentation is maintained in accordance with internal procedures and regulatory requirements. Maintain operational excellence and foster long-term client satisfaction. Participate in team meetings, training, and professional development to stay current on retirement plan administration practices. Regular on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement. Contribute to internal projects and initiatives as assigned by management. Build, maintain and promote relationships with team members, peers across disciplines, and all other company team members ensuring effective coordination of communications and services affecting clients. Attend webinars and training to stay up to date on best practices related to the company and department.

Knowledge, Skills, and Abilities Understanding of ERISA, IRC regulations, DOL requirements, and fiduciary responsibilities. Knowledge of plan document types (prototype, volume submitter, customized plans).

Understanding of eligibility requirements, vesting schedules, safe harbor rules, contribution limits, and testing (ADP/ACP, top-heavy). Knowledge of co-employment models and how benefits administration differ from traditional HR environments. Understanding of aggregated employer reporting, master plans, and complexities of multiemployer onboarding. Familiarity with new plan setups, takeover plans, mapping of assets, prior plan history review, and integration. Knowledge of data requirements for plan establishment (census data, compensation types, plan elections). Understanding of major recordkeepers and TPAs and how they interact with payroll systems. Knowledge of data transmission standards, contribution remittance processes, and plan reporting systems. Understanding of roles of advisors, TPAs, custodians, auditors, and payroll teams. Knowledge of service agreements, SLAs, and plan investment lineup structures. Demonstrates a polished, professional, and service-focused communication style. Able to actively listen, understand client needs, and provide clear, accurate guidance on retirement plan features, processes, and compliance requirements. Maintains a calm, solution-oriented approach even in escalated or complex situations. Ensures precision when reviewing plan documents, processing transactions, verifying data, and interpreting regulatory requirements. Identifies discrepancies quickly and takes corrective action to maintain data integrity and ensure compliance with IRS and DOL standards. Effectively prioritizes multiple tasks and deadlines in a fast-paced environment. Manages ongoing responsibilities such as participant inquiries, plan changes, reporting cycles, and administrative tasks while maintaining consistent follow-through and timely completion. Able to assess complex situations—such as contribution errors, distribution issues, eligibility concerns, or compliance questions—and determine effective, compliant solutions. Uses critical thinking to interpret plan rules and apply regulatory guidance in real-world scenarios. Works seamlessly within cross-functional teams including HR, payroll, compliance, and retirement plan providers. Demonstrates flexibility in supporting broader service goals, willingly steps in to help teammates, and contributes to a positive, high-performance team culture. Adapts quickly to process changes, regulatory updates, and evolving business needs.

Education & Experience Associate or bachelor’s degree preferred or equivalent combination of experience, skills, education (including other relevant non-traditional degree programs, certifications, or job training programs) preferred. Five (5) plus years of experience in 401(k) plan administration, ERISA compliance, retirement plan operations or benefit plan onboarding/implementation required. Three (3) plus years of experience in leading 401(k) plan implementation projects, working for a Professional Employer Organization (PEO), Third Party Administrator or Payroll Provider required. Three (3) plus years of client facing customer service and relationship building experience required. Proficiency with Microsoft Office software (Outlook, Microsoft Teams, Excel, Word, PowerPoint) and demonstrated ability to learn other applications as needed. Required Licenses and/or Certifications

Credentials such as American Society of Pension Professionals & Actuaries (ASPPA) or National Institute of Pension Administrators (NIPA)is preferred; or the willingness to earn one within 12 months.

Physical, Mental, & Communication Demands

Physical Demands: Sedentary Work: Primarily involves sitting for extended periods while working at a desk or computer. Manual Dexterity: Frequent use of hands and fingers to operate a keyboard, mouse, calculator, printers, and other standard office equipment. Mobility: Occasional movement within the office to retrieve documents, access equipment, collaborate with team members, and navigate client sites, airports, hotels, or conference venues during travel. Visual Acuity: Ability to review payroll data, system screens, and written documentation accurately, with reasonable accommodation as needed. Lifting & Carrying: Minimal physical effort required; may include handling files or light office materials.

Mental Demands: Attention to Detail: Sustained attention to detail required to accurately process payroll contributions, participant transactions, and compliance-related documentation. Ability to follow and apply established retirement plan rules, regulatory requirements, and internal procedures consistently. Problem-Solving: Analytical and problem-solving skills are needed to research discrepancies, resolve transaction issues, and support escalated inquiries. Multitasking: Ability to manage multiple tasks and deadlines simultaneously in a fast-paced, compliance-driven environment. Judgment: Capacity to exercise sound judgment within defined guidelines when identifying errors or determining appropriate next steps. Stress Management: Ability to work effectively under pressure while meeting service deadlines and maintaining accuracy. Adaptability: Adaptability to changing priorities, system updates, and evolving regulatory or operational requirements. .

Communication Demands: Verbal Communication: Frequent verbal communication is required to respond to participant, client, and internal team inquiries via phone or virtual channels. Ability to clearly explain retirement plan processes, transaction requirements, and next steps to participants and internal stakeholders. Written Communication: Strong written communication skills required to document transaction activity, issue resolution, audit support materials, and internal correspondence. Comprehension & Presentation: Ability to clearly explain complex HR, legal, and compliancerelated concepts to audiences with varying levels of understanding. Active Listening: Requires attentive listening to accurately gather information, assess concerns, and respond appropriately to client and employee needs. Virtual Communication: Regular use of video conferencing, phone systems, and digital collaboration tools to engage clients and internal teams. Interpersonal Communication: Ability is needed to collaborate effectively with internal departments, recordkeepers, advisors, and peers. Ability to maintain a professional, calm, and solution-oriented communication style when handling escalated or sensitive situations.. Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.

Environmental Conditions

This position is performed in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate controlled with typical office lighting and low to moderate noise levels. The role involves extended periods of screen time, in person collaboration and meetings, and minimal exposure to physical hazards.

Disclaimer

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. This position is eligible for the following benefits:

Health Insurance: Medical, dental, and vision coverage Retirement Plan: 401(k) with company match Paid Time Off: PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law Other Benefits: Life insurance, short term disability, long term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.

 

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