Note: The job is a remote job and is open to candidates in USA. Aboon is an AI-native third-party administrator for 401(k) and other retirement plans. The Associate Plan Administrator, Onboarding manages new plan installations and takeovers from project initiation through plan establishment, coordinating with clients, advisors, recordkeepers, and internal teams while improving onboarding processes.
Responsibilities
- In collaboration with Relationship Managers, handle all aspects of startup and takeover projects, from document collection through first contribution
- Execute onboarding tasks timely and accurately, including delivery of related communications
- Collect, review, and analyze employer and employee data to ensure a smooth experience
- For takeover plans, request and obtain required historical data to establish the plan in Aboon’s internal tools, compliance, and reporting systems
- Draft new plan documents, ensuring legal and operational accuracy
- Complete and submit plan design specifications to recordkeepers and validate plan setup across internal and external systems
- Review, validate, and transmit employee census to recordkeepers
- Ensure clients sign required 3(16) documents and signed documents are provided to recordkeepers
- Coordinate delivery of required participant notices with recordkeepers, where applicable, within required IRS and DOL timeframes, and keep the client and financial advisor current on status
- Review the first payroll for timeliness and accuracy, including voluntary and automatic enrollment and employer contributions, and work with the Relationship Manager and recordkeeper to assist the client in resolving any issues
- Work with Relationship Managers to guide clients and their authorized representatives through plan installation, coordinate communications, and follow up on outstanding items
- Join calls with clients, financial advisors, and recordkeepers as needed to keep onboarding moving efficiently
- Proactively identify potential delays or roadblocks and escalate issues to the Relationship Manager or other appropriate parties to keep projects moving
- Collaborate cross-functionally with Plan Consultants, Relationship Managers, Plan Administration, and Technical Services to keep processes and outcomes aligned
- Track and document plan installation progress in task management software, maintaining clear and complete records for each plan
- Provide clear, timely plan installation status updates to the Relationship Manager and Onboarding Lead
- Support the Onboarding Lead and Relationship Managers in developing processes and implementing best practices to ensure service level agreements are consistently met
- Identify opportunities to solve problems, improve efficiency, and strengthen processes, including with AI
- Coordinate with our Engineering team to streamline and automate repetitive work with AI
- Stay current on industry updates, regulatory changes, and internal initiatives and understand their impact on plans, clients, participants, financial advisors and recordkeepers
Skills
- Detail-obsessed — you take pride in accuracy
- Eager to learn — you see every task as an opportunity to improve and ask questions to deepen your understanding
- Team-oriented — you collaborate well, share knowledge freely, and ask for help when needed
- Organized — you manage multiple priorities without getting overwhelmed and create order from complexity
- Client-focused — you understand that accuracy and service go hand in hand, and every interaction is a chance to show our commitment to quality
- Growth-minded — you want to build a long-term career in plan services and invest in your professional development
- A tool adopter — when a new tool shows up you try it, figure out where it actually helps, and tell the team what you found
- Minimum 2 years in retirement plan services, with direct experience implementing startup and takeover plans
- Working knowledge of defined contribution plans, plan document provisions, and IRS and DOL requirements
- Excellent verbal and written communication skills, with a background in client-facing environments
- Strong time management and proven ability to meet deadlines in a fast-paced environment
- Proficiency in Google Workspace and task and project management software
- Work authorization required; no visa sponsorship
- Associate's or Bachelor's degree in Business Administration, finance, accounting, or related field
- Experience with plan document software such as ftwilliam and major recordkeeper platforms
- Hands-on experience with ChatGPT, Claude, Copilot, or similar AI tools in day-to-day work
- Familiarity with 3(16) fiduciary services and payroll submission processes
- Pursuing or holding ASPPA Qualified 401(k) Specialist (QKS) or Qualified 401(k) Administrator (QKA)
Benefits
- Annual bonus
- Equity
- Comprehensive health, dental, and vision insurance, with additional optional coverage
- 401(k) with company match
- Flexible paid time off and holidays
- 10 weeks paid parental leave
- A fully remote work environment, with all the technology and equipment you need; in-person attendance at 1-2 company retreats per year is encouraged
- Support for professional development and career growth
Company Overview