Job Description
Onboarding Specialist-Remote
Position Title: Onboarding Specialist
*Remote (Open to U.S.-based candidates outside of Pacific Time Zone; workday begins at 7:00am ET with flexibility for other time zones)
Position Overview:
Our client, a growing retirement consulting and third-party administration firm, is seeking an experienced Onboarding Specialist to guide new clients through the installation or transfer of their defined contribution retirement plans. This role serves as the primary point of contact during onboarding, ensuring a smooth transition while maintaining compliance with IRS and DOL regulations. The ideal candidate brings strong, defined contribution plan knowledge, experience with 3(16) services, and a collaborative, process-driven approach to client service.
Key Responsibilities:
- Lead and participate in onboarding calls with clients, financial advisors, and recordkeepers.
- Execute established onboarding workflows and track progress within workflow management systems.
- Send and manage onboarding communications and required documentation, including plan documents for electronic signature.
- Coordinate collection of employee census data and required historical plan records.
- Complete and submit plan design specifications to selected recordkeeping platforms.
- Ensure proper execution of 3(16) documentation and required participant notices within regulatory timelines.
- Review payroll submission processes with clients and document key payroll procedures.
- Maintain detailed documentation of client interactions and onboarding milestones.
- Communicate regularly with internal teams including sales, compliance, document, relationship management, and finance.
- Respond to client questions regarding retirement plan design and onboarding procedures.
- Identify opportunities to improve onboarding processes and enhance client experience.
Qualifications & Experience:
- 3+ years of experience in a client-facing retirement plan administration or onboarding role.
- Experience onboarding a broad range of defined contribution plans, including new comparability/cross-tested plans.
- Experience guiding clients through 3(16) services and plan design/eligibility discussions.
- Experience working with multiple recordkeeping platforms.
- Strong familiarity with workflow tracking systems (PensionPro experience preferred).
- FTW familiarity preferred.
- Experience in a TPA setting strongly preferred.
- High school diploma required; additional education in finance, business, or related field preferred.
- 2–8 years of related retirement plan administration or sales experience.
Required Skills:
- Strong defined contribution plan knowledge.
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- Close attention to detail and ability to meet deadlines.
- Ability to multitask in a fast-paced environment.
- Proficiency in Microsoft Office 365 (Outlook, Excel, Word).
- Comfortable navigating multiple web-based systems and platforms.
- Proactive problem-solving mindset.
- Collaborative team player with strong customer service orientation.
Benefits:
- Competitive base salary plus annual performance bonus.
- Comprehensive medical, dental, and vision coverage.
- Employer contribution toward health insurance premiums.
- Short- and long-term disability coverage.
- Life and supplemental insurance options.
- Safe Harbor retirement plan with employer contribution.
- Paid holidays and generous PTO accrual.
- Professional membership and certification support.
- Company-provided laptop and remote work equipment.
- Fully remote work flexibility with strong infrastructure support.
- Collaborative and growth-oriented culture.
Location