Job Summary
Pinkerton Wealth is seeking a detail-oriented and service-minded Retirement Plan Administrator to support the ongoing success of our existing 401(k) and retirement plan clients. This role is responsible for managing retirement plan relationships, preparing fiduciary review materials, coordinating client and participant education, maintaining reporting systems, and supporting the ongoing service needs of plan sponsors and participants.
The ideal candidate is organized, analytical, comfortable working with financial data, and able to communicate clearly with clients, recordkeepers, advisors, and internal team members. This position requires strong attention to detail, a willingness to learn retirement plan operations, and the ability to manage recurring quarterly and annual service responsibilities.
Key Responsibilities
PlanTools and Quarterly Reporting
- Maintain and update quarterly investment balances for retirement plan clients.
- Generate and deliver quarterly investment summaries.
- Research potential fund replacement options for underperforming or failing funds.
- Coordinate with clients and recordkeepers when investment changes are needed.
401(k) Billing Support
- Maintain the client fee master list.
- Update quarterly totals and billing amounts for internal processing.
CEFEX and Fiduciary Process Support
- Facilitate the annual CEFEX audit process.
- Maintain required fiduciary and operational files.
- Track and complete updates to the CEFEX system as requirements change.
Annual Performance Reviews
- Calculate and graph annual performance metrics for each client.
- Calculate total plan fees and compare them to appropriate benchmarks.
- Prepare fee forecasts and benchmark comparisons.
- Calculate participant-level metrics such as average contribution rates and retirement readiness indicators.
- Format and prepare annual performance review reports for client meetings.
New Client Implementation and Existing Client Maintenance
- Request recordkeeper quotes for new retirement plan prospects.
- Prepare fee forecasts and summarize pros and cons of recordkeeping options.
- Generate new fiduciary documents for onboarding clients.
- Update existing client fiduciary documents as needed.
- Coordinate document signatures with annual fiduciary reviews.
Retirement Gap Reports
- Maintain standardized reporting from recordkeepers and third-party providers.
- Request census information when reporting is incomplete.
- Generate and prepare annual Retirement Gap Reports for clients.
Client and Participant Service
- Respond to day-to-day client and participant questions related to plan administration, rollovers, login access, forms, and other service needs.
- Provide timely, professional, and accurate support to plan sponsors and participants.
Meeting Coordination and Support
- Coordinate fiduciary and employee education meetings with clients.
- Confirm meeting format, location, Zoom links, sign-up lists, and media needs.
- Prepare and organize fiduciary documents before meetings.
- Participate in fiduciary meetings, take notes, and summarize follow-up items.
- Provide meeting documents and summaries to clients after each meeting.
Participant Education
- Build PowerPoint, Kahoot, or other education materials for participant meetings.
- Prepare education folders, forms, and related meeting materials.
- Assist with one-on-one participant meetings.
- Record meeting notes and upload digital documentation.
- Edit recorded presentations for distribution to client employees.
Qualifications
- Prior experience in retirement plans, 401(k) administration, financial services, client service, or investment operations preferred.
- Strong organizational skills and ability to manage recurring deadlines.
- High attention to detail and accuracy with financial data.
- Strong written and verbal communication skills.
- Comfortable working with spreadsheets, reports, presentation materials, and client documentation.
- Ability to coordinate with clients, recordkeepers, advisors, and internal team members.
- Professional, service-oriented attitude.
- Ability to maintain confidentiality and handle sensitive financial information appropriately.
Preferred Experience
- Experience with 401(k), 403(b), or qualified retirement plans.
- Familiarity with recordkeepers, fiduciary review processes, participant education, or plan benchmarking.
- Experience with PlanTools, CEFEX, TRAK, or similar retirement plan reporting tools.
- Proficiency with Microsoft Excel, PowerPoint, Word, and Zoom.
Benefits
- Competitive compensation based on experience.
- Health insurance: QSEHRA Health Insurance Premium Reimbursement
- Retirement plan
- Paid time off
- Professional development opportunities.
- Opportunity to work with a growing, mission-driven wealth management firm.
Schedule
- Monday to Friday
- Full-time
- In-office
Application Questions
1. What experience do you have working with 401(k), retirement plan, or financial services clients?
2. Describe your experience preparing reports, spreadsheets, or client review materials.
3. Are you comfortable coordinating meetings and communicating with clients, recordkeepers, and internal team members?
4. What software tools have you used for reporting, presentations, or client service?
Equal Opportunity Statement
Pinkerton Wealth is an equal opportunity employer and considers qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
