Retirement Plan Specialist

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 Specialist supports the setup and administration of employer sponsored 401(k) plans, including assisting with recordkeeper transfers. This role provides responsive service to employers and participants, helping resolve issues and answer questions related to plan operations, eligibility, contributions, and compliance. The specialist works closely with internal teams and external partners to ensure accurate execution and client satisfaction.

Essential Duties and Responsibilities; Assist with onboarding new 401(k) plans, including gathering initial documentation and coordinating set-up tasks. Support the distribution of participant notices and employer communications during implementation. Provide responsive customer service to employers and participants regarding plan operations, including eligibility, contributions, and general inquiries. Facilitate 401(k) recordkeeper transfers by coordinating with clients, recordkeepers, and internal teams to ensure accurate and timely execution. Assist customers and plan participants with questions and concerns related to recordkeeper transitions, providing clear guidance and issue resolution. Monitor contribution submissions and assist with updates to contribution rates and eligibility tracking. Collaborate with sales and senior leadership to ensure timely and accurate plan administration. Help coordinate employer training sessions and provide guidance on plan processes, deadlines, and transfer-related procedures. Assist with preparation and review of compliance documentation, including nondiscrimination testing and Form 5500 support. Identify and escalate operational issues or compliance concerns to senior team members for resolution. Maintain accurate records and documentation in accordance with internal procedures and regulatory requirements. Maintain and update CRM data to ensure client information, interactions, and service activities are accurately recorded. Participate in team meetings, training sessions, and ongoing professional development. Collaborate closely with team to ensure tasks and responsibilities are completed accurately and on time for assigned book of business. 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. Support team initiatives and project-based work as required. 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. Complete projects and other duties as assigned by supervisor.

Knowledge, Skills, and Abilities; Demonstrated competency in computer operations, including data entry, file management, and navigating various software platforms with efficiency and accuracy. Strong ability to read, understand, and interpret a variety of written materials including policies, procedures, and technical documentation. Skilled in composing routine reports, internal correspondence, and documentation with clarity, accuracy, and attention to detail. Capable of communicating effectively, professionally, and respectfully with individuals at all organizational levels, including internal teams, external partners, and stakeholders. Capable of working effectively under supervision while also demonstrating initiative and accountability in completing tasks independently. Maintains a strong work ethic, reliability, and commitment to excellence in all responsibilities, with a focus on integrity, confidentiality, and continuous improvement. Able to actively listen, understand client needs, and provide clear, accurate guidance on retirement plan features, processes, and compliance requirements Ability to maintain 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. Effectively prioritizes multiple tasks and deadlines in a fast-paced environment. 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 in business, finance, human resources or related field is preferred or equivalent combination of experience, skills, education (including other relevant non-traditional degree programs, certifications, or job training programs). Two (2) years of experience with client facing customer service and relationship management is required. 401(k) administration experience preferred but not 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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