Pension Office Administrator

Description

We are seeking a detail-oriented Pension Office Administrator to join our team remotely. This role is exclusively for candidates based in the Philippines and focuses on managing 401(k) plans, Defined Benefit Plans, and related tasks such as 1099s, RMDs, Form 945s, Form 5500s, Plan Terminations, and Plan Restatements. You’ll be handling sensitive client data, performing calculations, and ensuring compliance with U.S. pension regulations.

The ideal candidate is a quick learner with strong attention to detail, capable of managing time-sensitive tasks, and comfortable with frequent client communication via email and phone. Full training will be provided, but a proactive attitude and organizational skills are essential.

If you’re ready to grow in the pension administration field and contribute to a supportive team, we’d love to hear from you!

Key Responsibilities:

• Manage and administer 401(k) plans and Defined Benefit Plans for up to 80 plans, most with fewer than 10 participants, including benefit calculations and annual data updates.
• Process distributions, including withdrawals, in-service distributions, Required Minimum Distributions (RMDs), loans, and hardships (e.g., approximately 33 RMDs in 2024, with potential variation in 2025).
• Prepare and file Form 945s (Annual Return of Withheld Federal Income Tax) and issue 1099s for distributions, adhering to strict IRS deadlines.
• Assist with Plan Terminations and Plan Restatements, preparing straightforward documentation for these processes.
• Communicate frequently with clients via email and handle 10–20 phone calls per day (depending on seasonality) to assist with inquiries, form completion, and plan updates.
• After training, learn to explain complex pension concepts and provide plan status updates to clients, working toward obtaining pension licenses.
• Create invoices and process payments using Square Invoicing, and follow up on accounts receivable.
• Perform data entry and maintain accurate records using Google Sheets, Microsoft Excel, and Datair for client plans and due diligence files.
• Prepare Retainer Agreements, Participant Termination Packages, and annual reports for clients.
• Collaborate with a small team of 3 other members, reporting directly to the Manager and COO, using Google Chat and phone calls for internal communication.
• Use a custom CRM built in Google Sheets, along with other Google Sheets, for tracking and managing tasks.
• Ensure compliance with U.S. pension regulations (e.g., IRS and DOL requirements), with training provided to learn these standards within the first few months.
• Maintain audit-ready work papers, though audits are rare.

Preferred Qualifications:

• Bachelor’s degree in Business, Mathematics, Finance, or Accounting (preferred but not required).
• No prior experience with pension administration or Datair required—full training will be provided.
• Strong attention to detail and ability to learn quickly, as you’ll be trained on pension processes, Datair, and Square Invoicing.
• Excellent organizational skills to manage time-sensitive tasks and meet strict deadlines (e.g., Form 945 filings, 1099 issuance, RMD processing).
• Comfortable with frequent client communication via email and phone (10–20 calls/day, depending on seasonality).
• Proficiency in Microsoft Excel and Google Sheets for data entry and calculations.
• Basic analytical skills for benefit calculations and plan administration.
• Proficiency in Mandarin is a plus but not required.

Work Schedule and Expectations:

• Full-time role, 40 hours per week, EST, 8:00 AM to 5:00 AM EST ( 8:00 PM to 5:00 PM PH time).
• Peak periods (e.g., year-end for 1099s, RMDs, and annual valuations) may require extra focus to meet deadlines.
• Performance will be measured by accuracy in data entry, timeliness in the administration process, ability to stay on top of deadlines, and overall task completion.
• Specific KPIs (e.g., error rate in calculations) may be introduced in the future.

Training and Support:

• Comprehensive training will be provided on pension administration processes, Datair, Square Invoicing, and U.S. pension regulations (e.g., IRS and DOL requirements).
• You’ll have access to a senior team member for guidance on complex tasks.
• Opportunities to take tests and obtain pension licenses, which will enable you to handle more advanced client interactions (e.g., explaining pension concepts). Course/exam costs would be reimbursed upon completion.
• Agreement to take exams offered by ASPPA (American Society of Pension Professionals & Actuaries), specifically the Retirement Plan Fundamentals Certificate program (RPF) and the Qualified 401(k) Administrator Plan Management (QKA-1) exam.
• Upon completion of exams, eligible for salary increase

Why Join Us?

• Join a supportive, team-oriented company with a small, collaborative team of 4 (including you).
• Bonuses available for obtaining pension licenses or exceptional performance (e.g., meeting deadlines with high accuracy).
• Skill development opportunities, including learning Datair and mastering pension plan administration.
• Potential to grow into a more senior role over time as you gain experience.
• Long-term contract with a stable, people-focused company.

Category

• General Virtual Assistance

Skills

• Office 365
• Administrative Support
• Microsoft SharePoint
• Google Sheets
• Google Drive
• Datair
• Microsoft Excel
• Microsoft Word
• Square Invoicing
• Communication Tools (Google Chat, Nextiva)
• Document Management (Acrobat Pro, Google Drive)
• Remote Collaboration (TeamViewer, Google Remote)
• Pension Administration
• 401(k) Plan Management
• Defined Benefit Plan Administration
• IRS Compliance (Form 945, 1099s)

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday
• Night shift

Job Type: Full-time

Schedule:

• 8 hour shift
• Evening shift
• Monday to Friday

Work Location: Remote