Retirement Plan Coordinator Position SummaryThe Retirement Plan Coordinator oversees the administration, compliance, data integrity, and strategic performance of the organization's retirement benefit programs. This role ensures that Integrity's 401(k) and related retirement plans operate in accordance with regulatory requirements, fiduciary standards, and organizational objectives. The Retirement Plan Coordinator partners with employees, leadership, vendors, and regulatory agencies to maintain plan integrity, support participants, and guide the evolution of the company's retirement program offerings.
Key ResponsibilitiesPlan Administration - Administer all aspects of Integrity's retirement plans, including plan design, implementation, daily operations, and reporting.
- Manage plan transactions such as contributions, distributions, loans, QDROs, and corrections.
- Maintain accurate plan records and ensure timely processing of all participant and employer activities.
- Assist with daily plan operations, reporting needs, and documentation updates.
Data & System Support- Manage all data integrations and file feeds between the HRIS, payroll systems, recordkeepers, and other vendors.
- Oversee data mapping, testing, reconciliation, and troubleshooting to ensure accuracy and compliance.
- Partner with HRIS and vendors to implement system enhancements, resolve data issues, and maintain secure data transmission processes.
- Conduct periodic data audits to ensure alignment across systems.
Compliance, Reporting & Regulatory Requirements- Ensure compliance with ERISA, IRS, DOL, and applicable state regulations.
- Prepare, review, and file annual Form 5500, Summary Annual Reports, and all required plan notices (e.g., Safe Harbor, QDIA, Fee Disclosures).
- Coordinate annual plan testing, including ADP/ACP, coverage testing, top-heavy testing, and nondiscrimination testing.
- Maintain plan documents, SPDs, amendments, and required disclosures.
- Monitor legislative and regulatory changes and implement necessary updates to plan processes, HRIS configuration, and documentation.
Participant Support & Education- Serve as the primary contact for plan participants, providing guidance on plan features, investment options, and retirement planning tools.
- Develop and deliver employee education sessions, workshops, and communications to promote financial wellness and plan engagement.
- Resolve participant issues, claims, and appeals in a timely and professional manner.
Vendor & Stakeholder Coordination- Manage relationships with recordkeepers, investment advisors, third-party administrators, auditors, and other service providers.
- Project manage vendor RFP processes, including requirements gathering, evaluation, selection, and implementation.
- Conduct plan audits and ensure accurate documentation and timely completion.
- Evaluate vendor performance and recommend improvements or changes as needed.
Governance & Committee Support- Serve as Secretary to the Retirement Committee, including preparing agendas, maintaining minutes, tracking action items, and ensuring proper documentation.
- Maintain committee records in accordance with fiduciary best practices.
Mergers, Acquisitions & Plan Transitions- Conduct retirement plan due diligence for mergers, acquisitions, and divestitures, including assessment of acquired plan structures, compliance status, and integration requirements.
- Manage plan terminations, mergers, and rollovers associated with M&A activity, ensuring compliance with regulatory requirements and smooth participant transitions.
- Evaluate and coordinate transitions involving alternative plan types, such as SIMPLE IRAs, Pooled Employer Plans (PEPs), and Multi-Employer Plans (MEPs).
- Develop transition timelines, communication plans, and participant education to support plan changes resulting from corporate transactions.
- Partner with Legal, HR, Finance, and external advisors to ensure accurate execution of plan consolidation or replacement strategies.
Plan Performance & Strategic Initiatives- Conduct regular plan reviews to assess plan health, investment performance, and participant outcomes.
- Identify opportunities for plan enhancements, cost savings, and improved participant experience.
- Conduct implementations of new retirement programs, including non-qualified deferred compensation plans or other retirement benefit programs or features under consideration.
- Support strategic initiatives related to plan design, financial wellness, and long-term retirement readiness.
QualificationsEducation & Experience- Bachelor's degree in Human Resources, Finance, Business Administration, or related field preferred.
- 5+ years of experience in retirement plan administration, benefits management, or related HR/finance roles.
- Experience managing HRIS-to-vendor data integrations and file feeds.
- Demonstrated experience preparing or overseeing Form 5500 filings and required plan notices.
- Experience supporting or managing retirement plan committees.
- Experience with M&A-related plan transitions, plan terminations, or alternative plan structures (SIMPLE IRA, PEP, MEP) preferred.
- Professional certifications such as CEBS, CRPS, QKA, or ASPPA credentials are a plus.
Skills & Competencies- Strong knowledge of ERISA, IRS, and DOL regulations.
- Technical proficiency with HRIS systems, data integrations, and vendor platforms.
- Excellent analytical, organizational, and problem-solving skills.
- Ability to communicate complex information clearly to diverse audiences.
- Strong vendor management, project management, and documentation skills.
- High level of integrity, confidentiality, and attention to detail.
