Retirement Plan Administration Coordinator

Job Summary:

The Retirement Plan Administration Coordinator will support the administration of our Compass 3(16) fiduciary-level enrollment services and other daily operational activities. This role serves as a key point of contact for our clients’ retirement plans and the required enrollment communications and participant support, while providing general administrative and clerical assistance to support the Compass remote workforce across the organization. This position will require the ability to work independently, strong communication skills, exceptional attention to detail, customer service experience, and the ability to effectively manage multiple responsibilities in a fast-paced environment. Experience with retirement plans is preferred but not required for candidates who demonstrate a strong willingness to learn.

This is an entry-level full-time (Monday – Friday) in-office position located in Stratham, NH with room for growth within the organization for the right candidate.  

Duties/Responsibilities:

Retirement Plan Administration

• Coordinate the participant enrollment process across for all fiduciary-level plans by ensuring required tasks are completed by team. This will include:
• maintaining master records of enrollments for quality control purposes
• completing thorough quality control reviews of work performed as needed
• communicating with plan sponsors (our clients), participants (our clients’ employees), financial advisors, and other vendors (including investment companies)
• manage participant returned mail in organized and timely manner
• Complete the participant enrollment process from start to finish for select book of business. This will include:
• using recordkeeping (investment companies) and other platforms to determine newly eligible participants for each entry date (plan-dependent)
• creating and maintaining lists of newly eligible participants for each entry date
• maintaining current enrollment documentation and email templated in specific Compass software platform
• executing electronic enrollment notice delivery for applicable plans and participants
• uploading mailing list to external mailing vendor for paper mailings
• Update plan document amendments, source changes, and other plan-related updates.
• Assist with distribution of other participant communications (annual notices, blackout notices, fee disclosures, QDIA notices, Safe Harbor notices, and other custom communications), via electronic means and/or regular mail and manage returned mail in organized and timely manner. 
• Stay updated on industry trends and changes in benefit regulations; maintain and enhance knowledge of retirement industry rules, Compass business, and product offerings.
• Create and maintain documentation/SOPs for assigned processes (including writing the SOP and recording the overview when required).

General Administrative Support

• Prepare and send paper mailings and packages to employees, vendors, and others as required.  
• Enter billing tasks in workflow management tool for mailings and other billable tasks timely and accurately.
• Participate in the phone tree and assist with answering incoming calls and emails in order to respond to basic questions from retirement plan participants.  
• Scan statements and other documents as necessary for recordkeeping; file documents in both paper and electronic form based on established criteria and protocols.
• Use designated software and tools to complete assigned tasks (including but not limited to Verify, Excel, Pension Pro, Outlook, and other systems used by Compass).
• Meet Compass Service standards when interacting with all parties in order address inquiries efficiently, professionally and accurately.
• Protect and secure all confidential data held by Compass to prevent unauthorized access, improper transmission, and/or unapproved disclosure.
• Perform additional job duties/special projects as assigned.

Required Skills/Abilities/Certifications:

• High School Diploma is required. 
• strong verbal and written communications skills using clear and grammatically correct language  
• proven analytical skills and the ability to critically think
• the ability to problem-solve, be pro-active, and demonstrate initiative
• strong attention to detail
• robust time management and organizational skills with the ability to multi-task required
• base knowledge and understanding of retirement plans preferred with the ability and drive to expand that knowledge
• ability to work both independently and in a collaborative team environment

Working Conditions and Physical Requirements:

• Requires the ability to:
• Sit at a desk and work on a computer for a prolonged period of time
• Operate a computer, phone, keyboard, mouse, copier, scanner, postage machine and other related office equipment.
• Communicate and exchange information to others over phone or video conferencing software.
• See and observe printed or electronic information on computer monitors.  
• Communicate and interact cordially and professionally with other staff members.
• Follow all company policies as outlined in the employee handbook.
• Working conditions include a normal indoor office environment.  
• Regular work hours  - Monday through Friday in the 7:00am – 6:00pm range.