Plan Document Specialist

Job Title

Plan Document Specialist

(Hybrid)

$75,000 plus yearly 6% discretionary bonus (non‑exempt $36.06 per hour)

Operations

ERISA Governance Director

Full‑Time

8:00am‑5:00pm Monday‑Friday

The Plan Document Specialist is responsible for the preparation, review, and maintenance of retirement plan documents for ERISA‑covered 401(k) and 403(b) plans, non‑ERISA 403(b) plans (including church plans), 457(b) plans, and governmental plans. The role ensures compliance with IRS, DOL, and ERISA regulations through timely document restatements, amendments, SPD updates, and participant notices, and supports the compliance team during annual testing and filing seasons.

• Draft, review, and maintain plan documents, adoption agreements, and amendments for 401(k), 403(b), 457(b), and governmental retirement plans.
• Prepare and update Summary Plan Descriptions (SPDs) and Summary of Material Modifications (SMMs) in accordance with ERISA and DOL disclosure requirements.
• Execute required plan document restatements to reflect regulatory changes, legislative updates, and IRS guidance (e.g., SECURE Act, SECURE 2.0).
• Prepare and distribute participant notices, including safe harbor notices, QDIA notices, automatic enrollment notices, and fee disclosures.
• Ensure plan documents accurately reflect each plan sponsor's design elections and operational practices.
• Review plan amendments for consistency with IRS pre‑approved and individually designed plan requirements.
• Maintain organized records of all plan documents, amendments, and restatement histories for audit and regulatory review.
• Monitor regulatory and legislative changes affecting plan document language and compliance deadlines.
• Support the compliance team during annual testing and Form 5500 filing seasons by providing plan document provisions and relevant plan terms.
• Coordinate with internal teams, third‑party administrators, and plan sponsors to resolve document discrepancies and answer plan provision questions.
• Assist with IRS and DOL corrections, including drafting amendments related to the Employee Plans Compliance Resolution System (EPCRS).
• Manage multiple plan document projects simultaneously while meeting strict regulatory deadlines.
• Contribute to process improvements and standardization of document templates and workflows.
• Update internal record‑keeping systems and plan administration software to reflect current plan design provisions.
• Generate and distribute new hire enrollment packages with updated plan notices to plan sponsors.

• Proven experience drafting and maintaining retirement plan documents for 401(k), 403(b), 457(b), and/or governmental plans.
• Strong working knowledge of ERISA, IRS, and DOL regulations as they relate to plan document compliance.
• Direct experience with plan restatements, amendments, and SPD preparation.
• Familiarity with both ERISA‑covered and non‑ERISA plans, including church plans.
• Understanding of legislative changes and their impact on plan documents (e.g., SECURE Act, SECURE 2.0, CARES Act).
• Experience with IRS pre‑approved and individually designed plan documents.
• High attention to detail with the ability to interpret complex regulatory language.
• Strong organizational and time‑management skills with the ability to manage multiple deadlines.
• Proficiency with Microsoft Office (Word and Excel preferred).
• Clear written and verbal communication skills.

• 3–5 years of experience in retirement plan document drafting or retirement plan administration.
• Experience working with a TPA, recordkeeper, benefits firm, or law firm specializing in employee benefits.
• Familiarity with plan document software platforms (e.g., FT William, Relius, Pen Serv, or similar).

• Regulatory compliance.
• Deadline‑driven reporting.
• Analytical problem‑solving.
• Clear written and verbal communication.
• Confidentiality and professionalism.

• $75,000 per year plus 6% yearly discretionary bonus.
• Medical, vision, and dental insurance.
• 401(k) plus match.
• Company‑paid short‑term disability.
• Life insurance and parental leave.
• Monday‑Friday (8am‑5pm) schedule.
• Two weeks of vacation, sick leave, personal days, and floating holidays.
• Hybrid schedule after successful training period.
• No travel required.

2–5 years of relevant experience.

Associate degree (2‑year degree).

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.