ILA Employers Welfare Fund – Administrative Assistant
Location: Savannah, GA
The Administrative Assistant supports the day-to-day administration of participant services, pension processing, and benefits coordination within a multi-employer environment. This role is responsible for maintaining accurate participant records, processing pension and claims-related documentation, and serving as a primary point of contact for participant inquiries.
The position plays a key role in ensuring timely and accurate benefit administration while maintaining compliance with Summary Plan Description (SPD) provisions, ERISA regulations, trust agreements, and applicable collective bargaining agreements. This role also contributes to overall operational efficiency by supporting documentation management, coordination of pension activities, and resolution of participant issues.
Key Responsibilities:
- Answer and manage incoming calls, route inquiries to appropriate departments, and assist participants directly with questions and requests
- Process enrollment for new participants and dependents using MILA, enrollment card documentation, and HPS systems
- Maintain and update participant records, including beneficiary designations, address changes, name updates, and ACH banking information
- Scan, index, and upload documentation in accordance with document retention and recordkeeping policies
- Maintain tracking logs and spreadsheets for retirements, death claims, and pension application activity
- Process pension applications, assumed pensions, and signed pension documents to support payment authorization
- Prepare and submit claims, including disability forms, extended coverage documentation, and explanation of benefits materials
- Support the administration of death claims for active, retired, and dependent participants
- Prepare participant correspondence, including pension-related letters, benefit amount notifications, and W-2 requests (current and prior years)
- Coordinate and schedule pension meetings, including preparation of materials for trustee review and signature
- Input and maintain state and federal tax withholding adjustments for pension payments
- Assist participants with pension payment issues and coordinate resolution prior to escalation
- Prepare and distribute required paperwork for participant signatures and benefit-related check processing
- Ensure all activities are performed in compliance with Summary Plan Description (SPD) provisions, ERISA regulations, trust agreements, and applicable collective bargaining agreements
Education & Experience:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Human Resources, or related field preferred
- Minimum of 2–4 years of experience in benefits administration, pension processing, HR support, or a related administrative role
- Experience working in a multi-employer benefit plan, union environment, or ERISA-regulated setting strongly preferred
- Strong working knowledge of benefits administration processes, including enrollments, pension applications, and claims processing
- Familiarity with ERISA regulations, Summary Plan Descriptions (SPDs), and compliance requirements preferred
- Experience with HRIS, benefits administration systems, or pension platforms (e.g., MILA, HPS, or similar systems)
- Proficiency in Microsoft Office, particularly Excel for tracking and reporting purposes
- Strong attention to detail with the ability to maintain accurate records and manage sensitive participant information
- Excellent organizational skills with the ability to handle multiple priorities and deadlines
- Strong communication and customer service skills, with the ability to assist participants and resolve issues in a professional and timely manner
- Ability to work both independently and collaboratively within a team environment
Physical and Mental Requirements:
- Ability to sit and work at a computer for extended periods
- Ability to manage repetitive tasks with a high degree of accuracy
- Ability to prioritize and meet deadlines in a fast-paced environment
- Strong focus and attention to detail
Disclaimer:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
This job description shall not constitute or be construed as a promise of employment or as a contract between ILA and any of its employees.
ILA is an Equal Opportunity Employer:
At ILA, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion or belief, national, social, or ethnic origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, marital status, veteran service, genetic information, family or parental status, or any other status by applicable federal, state and local laws. ILA expressly prohibits any form of unlawful employee harassment based on any of the characteristics listed here. Improper interference with the ability of ILA employees to perform their expected job duties is not tolerated.
ILA complies with applicable state and local laws governing nondiscrimination in employment in every location in which ILA has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Pay: $35,000.00 - $40,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Work Location: In person
