Retirement Plan Specialist

About Us

• Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector. We provide HR/HCM technology, managed services, and global business process outsourcing (BPO).

• We and our service providers serve over 95,000 businesses and process over $135B in annual payroll.

• Headquartered in Chandler, Arizona, we offer a “One Employer Solution” to help businesses streamline and grow with custom strategies that benefit employers and employees. Visit www.vensure.com.

Position Summary

• The Retirement Plan Specialist supports the setup and administration of employer-sponsored 401(k) plans, including assisting with recordkeeper transfers.

• Provide responsive service to employers and participants, resolving issues and answering questions about plan operations, eligibility, contributions, and compliance.

• Work closely with internal teams and external partners to ensure accurate execution and client satisfaction.

Essential Duties and Responsibilities

• Assist with onboarding new 401(k) plans by gathering initial documentation and coordinating setup tasks.

• Support distribution of participant notices and employer communications during implementation.

• Provide customer service to employers and participants on plan operations, eligibility, contributions, and general inquiries.

• Facilitate 401(k) recordkeeper transfers by coordinating with clients, recordkeepers, and internal teams for accurate and timely execution.

• Assist customers and participants with recordkeeper transition questions, provide guidance, and resolve issues.

• Monitor contribution submissions and assist with updates to contribution rates and eligibility tracking.

• Collaborate with sales and senior leadership to ensure timely and accurate plan administration.

• Coordinate employer training sessions and provide guidance on processes, deadlines, and transfer procedures.

• Assist with preparation and review of compliance documentation, including nondiscrimination testing and Form 5500 support.

• Identify and escalate operational issues or compliance concerns to senior team members.

• Maintain accurate records and documentation per internal procedures and regulatory requirements.

• Maintain and update CRM data to ensure client information, interactions, and service activities are recorded.

• Participate in team meetings, training, and professional development.

• Collaborate with the team to ensure tasks are completed accurately and on time for an assigned book of business.

• Regular on-site attendance is essential due to secure system access, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement.

• Support team initiatives and project-based work as required.

• Build and maintain relationships across the company to coordinate communications and services affecting clients.

• Attend webinars and training to stay current on best practices.

• Complete projects and other duties as assigned by the supervisor.

Knowledge, Skills, and Abilities

• Competent in computer operations, including data entry, file management, and navigating software platforms efficiently and accurately.

• Strong reading comprehension to understand policies, procedures, and technical documentation.

• Skilled in composing routine reports, internal correspondence, and documentation with clarity and attention to detail.

• Effective, professional, and respectful communication with individuals at all organizational levels.

• Able to work under supervision and demonstrate initiative and accountability when working independently.

• Strong work ethic, reliability, integrity, confidentiality, and commitment to continuous improvement.

• Active listening skills to understand client needs and provide clear guidance on retirement plan features, processes, and compliance.

• Maintain a calm, solution-oriented approach in escalated or complex situations.

• Precision in reviewing plan documents, processing transactions, verifying data, and interpreting regulatory requirements.

• Ability to prioritize multiple tasks and deadlines in a fast-paced environment.

• Flexibility to support broader service goals and contribute to a positive team culture.

• Adaptability to process changes, regulatory updates, and evolving business needs.

Education & Experience

• Associate or bachelor’s degree in business, finance, human resources, or a related field is preferred, or equivalent combination of experience, skills, and education (including non-traditional degree programs, certifications, or job training).

• Two (2) years of client-facing customer service and relationship management experience is required.

• 401(k) administration experience is preferred but not required.

• Proficiency with Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint) and ability to learn other applications.

Required Licenses and/or Certifications

• Credentials such as American Society of Pension Professionals & Actuaries (ASPPA) or National Institute of Pension Administrators (NIPA) are preferred, or willingness to earn one within 12 months.

Physical, Mental, & Communication Demands

• Physical: Primarily sedentary work with extended periods sitting at a desk or computer; frequent use of hands for keyboard/mouse; occasional movement within the office; visual acuity to review payroll data; minimal lifting/carrying.

• Mental: Attention to detail for processing contributions and compliance documentation; analytical/problem-solving skills to research discrepancies and resolve issues; multitasking in a fast-paced environment; sound judgment; stress management; adaptability to changing priorities and system updates.

• Communication: Frequent verbal communication to respond to inquiries via phone or virtual channels; strong written communication to document activities and support audits; ability to explain complex HR, legal, and compliance topics; active listening; regular virtual communication via video conferencing and collaboration tools; interpersonal skills to work with internal departments, recordkeepers, advisors, and peers; cultural sensitivity when communicating with diverse audiences.

Environmental Conditions

• Professional office environment with regular use of computers and standard office equipment; climate-controlled setting with typical lighting and low to moderate noise; extended screen time, in-person collaboration, and minimal exposure to physical hazards.

Disclaimer

• This job description is not a complete list of duties. Employees must follow job-related instructions and perform other duties requested by management. Management may revise this description. Reasonable accommodation will be provided to qualified individuals with disabilities. This document does not create an employment contract other than an “at will” relationship.

Benefits

• Health Insurance: Medical, dental, and vision coverage.

• Retirement Plan: 401(k) with company match.

• Paid Time Off: PTO, holidays, parental leave, and sick leave as required by applicable state law.

• Other Benefits: Life insurance, short-term disability, long-term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), identity theft protection, critical illness, accident, cancer, hospital protection, legal insurance, and pet insurance.

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