Retirement Specialist

Position Summary

The Retirement Services department is responsible for the accurate and timely transmission and reporting of contribution and census data for more than 1,500 adopters sponsored by CoAdvantage. The department monitors compliance of the Multiple Employer Plan, including audit requirements, non‑discrimination testing, corrections, and filing of Form 5500. Understanding of 401(k) plan recordkeeping and compliance, data accuracy, attention to detail, and strong written and verbal communication skills are essential.

This role interacts with multiple service providers, internal client service teams, client employers, and worksite employees.

• Download and format deferral feedback files from Empower.
• Import and review deferral feedback in Quantum.
• Use Qlik to review deferral feedback import results.
• Download and format the loan feedback file from Empower.
• Review loan feedback data entry for accuracy.
• Develop weekly metrics reporting for the VP, Retirement Plan Services.
• Develop monthly metrics reporting for the VP, Retirement Plan Services.
• Receive, review, and provide the onboarding adopter status log to CoAdvantage Implementation.
• Review, submit and invoice document amendments.
• Update Quantum when necessary for plan amendments.
• Discuss allocation requests with clients and submit them 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 Merrill Lynch and document accordingly.
• Monitor Empower reporting and, once available, enter new adopters into Quantum.
• Receive and review 401(k) surveys from Sales, internal teams, clients, etc.
• Document surveys received, prefill installation and compliance kits, and email the client with next steps.
• Document assets transferred into the CoAdvantage MEP, ensuring contributions remain within IRS limits.
• Research new hire, rehire and employee termination events in conjunction with plan rules.
• Handle incoming client and provider calls and respond within specified time frames.
• Investigate potential errors and plan administration issues, document appropriately, and recommend actions.

Respond to client, employee and provider inquiries related to retirement benefit programs.

• Work closely with Client Services team to build and maintain strong customer relationships and deliver superior service.
• Proactively recommend changes to operating procedures to maximize accuracy and productivity.
• Escalate issues/concerns/special requests to Senior Director.
• 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 MEPs, ERISA and DOL requirements.

• Strong analytical and problem‑solving abilities.
• Advanced knowledge of Excel and ability to quickly learn new software applications.
• Excellent verbal and written communication skills.
• Excellent customer relationship and interpersonal skills.
• Experience working in an environment where payrolls/benefits are processed daily (plus).
• Strong organizational skills.
• Proficiency with word processing and spreadsheet applications.
• Good time management.
• Excellent attention to detail.
• Works well in a team environment.

Able to maintain confidential information.

High school diploma or equivalent.

CoAdvantage is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, ancestry, citizenship status, age, sex (including pregnancy, childbirth, breast feeding and pregnancy‑related medical conditions), gender, gender identity or expression, sexual orientation, marital status, uniform service member and veteran status, disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.