08 - HR Compliance Specialist
Req ID: 140169
Hiring Manager: Rebecca Woods
Band: 08
Region: Americas
Country: USA
State/Province: Texas
City: Richardson

Summary

Location: Remote role or hybrid 3 days in office if a person lives in near Richardson, Dallas-Fort Worth, Austin or Portland Oregon.
The 401k Compliance Specialist provides comprehensive administrative and operational support for the administration of the company's various US 401k retirement plans. This role serves as a primary contact for plan participants, coordinates updates with multiple third-party recordkeepers, and ensures seamless alignment between benefits data and payroll processing.

Detailed Description

Participant Setup & Contribution Management:
• Facilitate new employee 401k setup and plan enrollment across multiple legal entities and platforms, including ADP, Fidelity, and EPIC/Schwab
• Process, track, and upload participant election changes regarding contribution percentages or deferral types

Loan Management & Reamortization:
• Oversee the end-to-end 401k loan tracking process, specifically monitoring participants who go on or return from leaves of absence
• Coordinate directly with third-party administrators (ADP, Fidelity, EPIC) to suspend loan payments or initiate loan reamortization, ensuring precise communication with the payroll team to maintain compliance and avoid coverage defaults
• Prepare and route specialized documentation, such as principal residence loans, that require manual plan administrator signatures

Employee Support & Inquiry Resolution:
• Serve as the first line of contact for employee inquiries regarding 401k benefits, plan rules, and enrollment timelines
• Investigate and troubleshoot participant issues, including portal login difficulties and paycheck contribution/deduction discrepancies

Audit & Compliance Support:
• Assist with annual plan compliance requirements, including Non-Discrimination Testing (NDT) and fiscal year audits
• Collaborate with payroll and external consulting teams to extract, compile, and verify year-to-date census files, gross compensation metrics, and loan repayment totals

Vendor and Portal Coordination:

• Maintain active communication channels with designated account managers and client service teams across various retirement platforms
  • Ensure that internal systems and intranet resources remain accurate with current year IRS limits and plan highlights

Knowledge/Skills/Competencies

5+ years of dedicated experience in retirement plan administration, HR benefits and payroll coordination
• Strong numerical proficiency and experience managing high-volume data arrays (including Excel tools like v-lookups and pivot tables)
• High attention to detail and a demonstrated capability to securely manage highly sensitive, confidential employee records
• Very high level of attention to detail and accuracy
• Strong verbal and written communication and presentation skills. Able to present and communicate ideas and facts in a clear and articulate manner to all levels of employees in the company
• Strong customer service and interpersonal skills. Ability to empathize and respond to employee queries in a timely and effective manner
• Strong time management and organization skills. Able to evaluate, manage and prioritize multiple highly complex and detailed tasks and projects at any given time
• Strong knowledge of computer applications and the ability to accurately perform tasks in the following applications: Excel, Word, PowerPoint, HRIS platforms (ADP preferred but not required)

Physical Demands

• Duties of this position are generally performed in good working conditions.
• Occasional exposure to elements such as noise, dust, chemicals, operating machinery, temperature extremes, etc.
• Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data.
• Repetitive manual movements (e.g., data entry, using a computer mouse, using a calculator, etc.) are frequently required.
• Occasional travel may be required.

Salary

The stated range includes Base Salary and target Short-Term Incentive (STI) compensation only. A comprehensive benefits package is offered in addition to this range. Salary range $75,000-$90,000.

The range described in this posting is an estimate by the Company, and may change based on several factors, including but not limited to a change in the duties covered by the job posting, or the credentials, experience or geographic jurisdiction of the successful candidate.

Typical Experience

• 5+ years relevant benefits and/or HR experience

Typical Education

• Bachelor's degree preferred. Will consider Associate's degree or High School diploma with relevant work experience
  • HR or Benefits certifications are a plus but not required

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.