myubiquity - Ubiquity Retirement and Savings (dba Decimal Inc) - Client Onboarding Analyst – Flex
Requirements
• 3+ years of experience in the 401(k) or retirement plan industry required, with experience in plan onboarding, implementation, conversions, recordkeeping, or client service strongly preferred. • Working knowledge of 401(k) plan design, plan documents, payroll integration, and retirement plan administration; familiarity with ERISA, IRS, and DOL requirements preferred. • Demonstrated ability to learn and retain procedures across multiple functions and shift between workstreams based on changing business priorities. • Experience conducting client-facing calls or meetings with plan sponsors, financial advisors, Third Party Administrators, or other external partners preferred. • Proficiency in Salesforce or comparable CRM/case management tools and Microsoft Office; experience with retirement plan recordkeeping, document, compliance testing, or Form 5500 systems a plus. • Strong written and verbal communication, organization, problem-solving, and attention to detail, with the ability to manage high-volume work and changing priorities. • QKA designation or active pursuit of ASPPA or NIPA credentials preferred. • Bachelor's degree or equivalent combination of education and experience.
Responsibilities
• Flexible Onboarding & Case Support • Work across New Plans, Conversions, and client servicing based on volume, coverage needs, and onboarding priorities. • Assume assigned cases, portions of cases, or temporary coverage and manage work through completion within established milestones and SLAs. • Quickly assess case status, outstanding requirements, risks, and next steps to provide seamless client coverage. • Maintain complete and accurate case notes, milestone documentation, and communications in Salesforce and Ubiquity systems. • New Plan & Conversion Execution • Support new plan setup from contract through go-live, including plan design review, document preparation, trust and investment setup, payroll integration, client education, and first-contribution readiness. • Support plan conversions through go-live, including plan and prior recordkeeper review, data collection, blackout coordination, asset transfer activities, reconciliation support, and milestone tracking. • Coordinate with plan sponsors, advisors, Third Party Administrators, and prior recordkeepers to obtain required information and keep cases progressing. • Identify missing information, discrepancies, or risks and resolve routine issues or escalate complex matters through established channels. • Client & Operational Coverage • Conduct or provide coverage for onboarding and conversion meetings and provide clear guidance on required actions, timelines, and next steps. • Provide inbound phone coverage and respond to routine sponsor, advisor, and client questions within established procedures and authority. • Assist with case escalations, document management, outstanding-item follow-up, and calendar coverage to reduce operational bottlenecks. • Ensure clear handoffs when coverage changes so clients and internal teams have continuity and visibility into case status. • Compliance, Quality & Collaboration • Perform work in accordance with established procedures and applicable ERISA, IRS, and DOL requirements; review work for accuracy and completeness. • Maintain audit-ready case documentation and follow all Ubiquity security policies and procedures. • Partner with New Plans, Conversions, Client Experience, Payroll, Compliance, Sales, Financial Operations, and other teams within established processes. • Identify recurring workflow gaps, client questions, or bottlenecks and surface opportunities for process improvement to onboarding leadership.
Benefits
• Health, dental, and vision coverage — 90% of your premium covered, 60% for dependents • 401(k) with company match up to 4% of your gross annual pay • $100/month wellness reimbursement + $300 home office stipend • Fully remote, flexible work culture
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