Distribution Administrator I

Department: Operations
Reports To: Distribution Manager
FLSA Status: Non-Exempt
Pay Range: $21.00–$23.00 per hour
Reporting Office: Chico, CA
Work Arrangement: In-Person

COMPANY

Prime Pensions, Inc. is a well-established retirement plan administration and actuarial firm specializing in 401(k), profit sharing, defined benefit, cash balance, and other qualified retirement plans for employers across the United States.

Since 1975, Prime Pensions has provided customized retirement plan solutions with an emphasis on technical expertise, accuracy, and personalized service. Our team supports a wide variety of plan designs and investment arrangements while maintaining comprehensive oversight and quality standards throughout the administration process.

Prime Pensions has been recognized as a leading defined contribution plan administrator and as one of NJBIZ's Best Places to Work in New Jersey.

POSITION SUMMARY

The Distribution Administrator I is responsible for the accurate and timely processing of participant distributions and loan requests for qualified retirement plans. This position reviews participant information, verifies eligibility and vesting, interprets applicable plan provisions, and ensures transactions are processed in accordance with established procedures and applicable retirement plan requirements.

The Distribution Administrator I also provides professional service and support through telephone and written communications, maintains accurate documentation, protects confidential participant information, and monitors assigned work to ensure established deadlines are met.

The ideal candidate is highly organized, detail-oriented, comfortable working with financial and participant data, and able to manage multiple assignments while maintaining a high degree of accuracy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Distributions & Loan Processing

• Prepare and process participant distribution and loan requests accurately and efficiently.
• Review requests for completeness and verify participant eligibility, vesting, and applicable plan provisions prior to processing.
• Review participant and plan information to identify missing, incomplete, or inconsistent data.
• Perform quality-control reviews to ensure applicable procedures, plan provisions, and legal requirements are followed.
• Assist with the preparation, review, and completion of applicable forms and supporting documentation.
• Maintain accurate records and documentation related to participant transactions.
• Escalate unusual or complex distribution, loan, or administrative issues to the appropriate team member or supervisor.

Participant & Administrative Support

• Handle telephone calls, emails, and written correspondence in a professional and timely manner.
• Respond to routine questions and requests for information related to assigned distribution and loan matters.
• Clearly communicate outstanding requirements, documentation needs, and next steps as appropriate.
• Document pertinent conversations, correspondence, and transaction information within designated Company systems.
• Maintain confidentiality and appropriately safeguard participant, client, and Company information.
• Research administrative questions and utilize available resources to develop accurate and complete responses.
• Coordinate with other departments as necessary to resolve participant or plan-related issues.

Workflow, Systems & Quality Management

• Track assigned work within designated Company systems and monitor applicable deadlines.
• Maintain accurate and timely records of completed and outstanding work.
• Monitor the Distribution Team email account as assigned, including reviewing, organizing, assigning, and tracking incoming requests.
• Save relevant correspondence and supporting information within designated Company systems.
• Manage multiple assignments and priorities while maintaining accuracy and meeting established turnaround expectations.
• Follow established departmental procedures and quality-control standards.
• Maintain reliable and satisfactory attendance.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Participate in individual and group discussions regarding departmental procedures, workflow, and process improvements.
• Research solutions to administrative questions as assigned.
• Assist other departments with mailing projects, seasonal projects, and other administrative needs.
• Perform general office and clerical duties as assigned.
• Assist with departmental projects and initiatives.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required.
• Minimum of two (2) years of administrative, professional, customer service, or related work experience preferred.
• Previous experience in banking, financial services, retirement plan administration, legal services, insurance, or another detail-oriented professional services environment is strongly preferred.
• Previous data-entry or transaction-processing experience preferred.
• Retirement plan experience is helpful but not required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail and commitment to producing accurate work.
• Strong organizational and time-management skills.
• Ability to manage, review, organize, and accurately enter detailed information.
• Strong problem-solving and research skills.
• Ability to interpret detailed information, procedures, and plan provisions and apply them appropriately.
• Ability to work efficiently and independently with appropriate supervision.
• Ability to effectively manage multiple assignments and competing deadlines.
• Strong professional customer service skills.
• Ability to communicate professionally and effectively by telephone, email, and written correspondence.
• Ability to collaborate effectively with colleagues and other departments.
• Ability to appropriately handle sensitive and confidential participant and client information.
• Proficiency with Microsoft Office applications, particularly Microsoft Word and Excel.
• Strong computer and data-entry skills with the ability to work accurately and efficiently within multiple systems.
• Ability to learn retirement plan terminology, procedures, and applicable regulatory requirements.
• Ability to meet established productivity, accuracy, quality, and turnaround expectations.

PHYSICAL / ENVIRONMENTAL CHARACTERISTICS

Work is primarily performed in a professional office environment and may require:

• Sitting for prolonged periods while working at a computer.
• Frequent use of a computer keyboard, mouse, telephone, and other standard office equipment.
• Periodic standing, walking, reaching, bending, crouching, or kneeling.
• Occasionally lifting, carrying, pushing, or pulling office materials weighing up to 30 pounds.
• Visual, hearing, mobility, and manual dexterity sufficient to perform the essential functions of the position, with or without reasonable accommodation.

COMPENSATION & BENEFITS

• Full-time, non-exempt position.
• Hourly pay range of $21.00–$23.00 per hour.
• Starting pay will be determined based on relevant experience, skills, and other job-related qualifications.
• Overtime compensation in accordance with applicable federal and California wage and hour requirements.
• Annual performance reviews and eligibility for compensation increases.
• Bonus opportunities, where applicable.
• Company-sponsored benefits available to eligible full-time employees, including:
  • Medical, dental, and vision insurance.
  • Health Savings Account (HSA), subject to eligibility.
  • Life insurance.
  • 401(k) retirement plan with employer contributions.
  • Paid time off.
  • Professional development opportunities.

All benefits are subject to applicable plan terms, eligibility requirements, and Company policies.

WORK LOCATION

This is an in-person position based in Prime Pensions' Chico, California office.

Employees are expected to maintain regular and reliable attendance at the Chico office during their established work schedule and be available to support participant service, departmental collaboration, and other business needs.

Prime Pensions, Inc. is an Equal Opportunity Employer.