Plan Document Specialist

Plan Document Specialist

Location: Austin, TX (Hybrid)

Compensation: $75,000 plus yearly 6% discretionary bonus (non-exempt $36.06 per hour)

Job Type: Full-Time

Hours: 8:00am-5:00pm Monday-Friday

About Us:

HUB is a global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services.

About HUB Retirement & Private Wealth (RPW):

We lead our communities with integrity, driven to make things better, both now and in the future. We serve, inspire, and thrive while maintaining an entrepreneurial spirit. We innovate, collaborate, and achieve success together, focused on the tomorrows for all.

Job Purpose

The Plan Document Specialist is responsible for the preparation, review, and maintenance of retirement plan documents for ERISA-covered 401(k) and 403(b) plans, non-ERISA 403(b) plans (including church plans), 457(b) plans, and governmental plans. This role ensures compliance with IRS, DOL, and ERISA regulations through timely document restatements, amendments, SPD updates, and participant notices. The position supports the compliance team during annual testing and filing seasons.

Duties and Responsibilities

• Draft, review, and maintain plan documents, adoption agreements, and amendments for 401(k), 403(b), 457(b), and governmental retirement plans
• Prepare and update Summary Plan Descriptions (SPDs) and Summary of Material Modifications (SMMs) in accordance with ERISA and DOL disclosure requirements
• Execute required plan document restatements to reflect regulatory changes, legislative updates, and IRS guidance (e.g., SECURE Act, SECURE 2.0)
• Prepare and distribute participant notices, including safe harbor notices, QDIA notices, automatic enrollment notices, and fee disclosures
• Ensure plan documents accurately reflect each plan sponsor's design elections and operational practices
• Review plan amendments for consistency with IRS pre-approved and individually designed plan requirements
• Maintain organized records of all plan documents, amendments, and restatement histories for audit and regulatory review
• Monitor regulatory and legislative changes affecting plan document language and compliance deadlines
• Support the compliance team during annual testing and Form 5500 filing seasons by providing plan document provisions and relevant plan terms
• Coordinate with internal teams, third-party administrators, and plan sponsors to resolve document discrepancies and answer plan provision questions
• Assist with IRS and DOL corrections, including drafting amendments related to the Employee Plans Compliance Resolution System (EPCRS)
• Manage multiple plan document projects simultaneously while meeting strict regulatory deadlines
• Contribute to process improvements and standardization of document templates and workflows
• Update internal recordkeeping systems and plan administration software to reflect current plan design provisions
• Generate and distribute new hire enrollment packages with updated plan notices to plan sponsors

Required Qualifications

• Proven experience drafting and maintaining retirement plan documents for 401(k), 403(b), 457(b), and/or governmental plans
• Strong working knowledge of ERISA, IRS, and DOL regulations as they relate to plan document compliance
• Direct experience with plan restatements, amendments, and SPD preparation
• Familiarity with both ERISA-covered and non-ERISA plans, including church plans
• Understanding of legislative changes and their impact on plan documents (e.g., SECURE Act, SECURE 2.0, CARES Act)
• Experience with IRS pre-approved and individually designed plan documents
• High attention to detail with the ability to interpret complex regulatory language
• Strong organizational and time-management skills with the ability to manage multiple deadlines
• Proficiency with Microsoft Office (Word and Excel preferred)
• Clear written and verbal communication skills

Preferred Qualifications

• 35 years of experience in retirement plan document drafting or retirement plan administration
• Experience working with a TPA, recordkeeper, benefits firm, or law firm specializing in employee benefits
• Familiarity with plan document software platforms (e.g., FT William, Relius, PenServ, or similar)

Skills and Knowledge:

• Regulatory compliance
• Deadline-driven reporting
• Analytical problem-solving
• Clear written and verbal communication
• Confidentiality and professionalism

Featured Benefits:

• $75,000 per year
• 6% yearly discretionary bonus
• Medical insurance, Vision insurance, Dental insurance, 401(k) plus match, Company Paid STD, Life Insurance, & parental leave
• Monday-Friday (8am-5pm)
• 2 weeks of vacation, sick leave, personal days, and floating holiday's
• Hybrid schedule after successful training period

Travel:

• No travel required

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

E-Verify Program

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