Operations Specialist; Retirements - US​/Remote

About this role

Apex is seeking a highly motivated Operations Analyst to support our Retirements team. This role is integral in managing the full lifecycle of retirement account operations, from contributions and distributions to tax reporting and regulatory compliance, for our introducing broker-dealers. The ideal candidate will have experience in retirement plan administration or brokerage operations, a strong understanding of IRS rules governing retirement accounts, and the ability to apply creative solutions to operational challenges.

• Retirement Account Operations: Process and monitor IRA contributions, Roth conversions, rollovers, Required Minimum Distributions (RMDs), and retirement plan distributions across all retirement product types including Traditional, Roth, SEP, Simple IRAs, 401(k), 403(b), pension, annuity, and HSA/ESA accounts. Ensure all transactions comply with IRS contribution limits, distribution rules, and eligibility requirements.
• Tax Reporting & IRS Filing: Support the preparation, review, and filing of year‑end tax forms including Form 1099‑R (Distributions) and Form 5498 (IRA Contributions). Identify and resolve reporting discrepancies, process corrections, and ensure timely and accurate IRS submission through FIRE/IRIS filing systems.
• Account Maintenance & Compliance: Manage beneficiary designation updates, excess contribution corrections, recharacterizations, and account restriction monitoring. Ensure all retirement account activities adhere to IRC, ERISA, and FINRA/SEC requirements.
• Customer Support: Handle a wide range of customer inquiries and requests related to retirement accounts through email and phone, providing timely and accurate information on contribution limits, distribution options, tax implications, and beneficiary rules to enhance client satisfaction.
• Knowledge Expansion: Continuously acquire and update knowledge of IRS regulations (Internal Revenue Code), ERISA requirements, and FINRA/SEC guidelines as they apply to retirement account operations, ensuring strict compliance and operational integrity.
• Process Improvement: Actively participate in initiatives to improve procedures by reducing risks and enhancing operational efficiencies. Provide recommendations and insights that may influence the strategic direction of retirement services operations.

• Bachelor's Degree in Finance, Economics, Business Administration, Accounting, or a related field.
• Proven track record in retirement plan administration, brokerage operations, or financial services operations is essential.
• Obtain a passing score on the Securities Industry Essentials® (SIE®) Exam within your first 90 days.
• Comfortable working U.S. hours (night shift) in a remote environment.

• Experience: Minimum of 2 years in retirement account operations, brokerage operations, or financial services operations preferred.
• Technical
  
  Skills:
  
  Proficiency in Microsoft Office, particularly Excel. Knowledge of SQL and data organization and Claude AI is highly desirable. Experience with tax reporting systems (FIRE/IRIS) is a plus.
• Regulatory Knowledge: Familiarity with IRS rules governing retirement accounts (contribution limits, RMD calculations, Roth conversion rules, early distribution penalties), ERISA compliance requirements, and FINRA/SEC guidelines affecting brokerage operations.

• Analytical
  
  Skills:
  
  Ability to think critically and utilize advanced problem-solving skills to address and resolve issues promptly, particularly around tax reporting accuracy and regulatory compliance.
• Communication: Excellent verbal and written communication skills, capable of explaining complex retirement account rules to clients and engaging effectively with various stakeholders.
• Independence: Self‑motivated with the ability to operate independently while also being a cooperative and constructive team player.
• Detail‑Oriented: Exceptional attention to detail and precision in executing tasks and projects, particularly in tax form preparation and IRS filing.
• Adaptability: Quick learner with the ability to adapt to new challenges and regulatory changes within a dynamic…