Plan Document Specialist

HUB International; Austin (TX); Hybrid; USD 68,000 - 83,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

Dental insurance

401(k) match

Short-term disability

Life insurance

Parental leave

Hybrid schedule

Vacation & leave

Job summary

HUB International is seeking a Plan Document Specialist to join the Operations team in a hybrid role. You will prepare, review, and maintain retirement plan documents for ERISA-covered and non-ERISA plans, ensuring compliance with IRS, DOL, and ERISA regulations.

You will support annual testing and filing seasons, draft amendments, SPDs, and participant notices, and coordinate with internal teams and sponsors to resolve document discrepancies.

Qualifications

• Proven experience drafting and maintaining retirement plan documents for 401(k), 403(b), 457(b), and governmental plans
• Strong working knowledge of ERISA, IRS, and DOL regulations related to plan document compliance
• Experience with plan restatements, amendments, and SPD preparation
• Familiarity with ERISA-covered and non-ERISA plans, including church plans
• Understanding of SECURE Act/SECURE 2.0 and 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
• Proficiency with Microsoft Office (Word and Excel)
• Clear written and verbal communication

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 SPDs and SMMs in accordance with ERISA and DOL disclosure requirements
• Execute required plan document restatements to reflect regulatory changes and IRS guidance
• Prepare and distribute participant notices including safe harbor notices and fee disclosures
• Ensure plan documents reflect sponsor design elections and operational practices
• Review plan amendments for IRS pre-approved and individually designed plan requirements
• Maintain organized records of plan documents and restatement histories for audit
• Monitor regulatory changes affecting plan document language and deadlines
• Support the compliance team during annual testing and Form 5500 filing seasons
• Coordinate with internal teams, TPAs, and sponsors to resolve document discrepancies
• Assist with IRS and DOL corrections, drafting amendments related to EPCRS
• Manage multiple plan document projects with deadlines
• Contribute to process improvements and standardization of templates and workflows
• Update recordkeeping systems and plan administration software to current provisions
• Generate and distribute new hire enrollment packages with updated notices

Skills

ERISA knowledge

Regulatory compliance

Attention to detail

Time management

Communication

Education

Associate degree (2-year degree)

Job description

Job Details

Job Title: Plan Document Specialist

Location: (Hybrid)

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

Department: Operations

Reports To: ERISA Governance Director

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.

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.

We are the perfect fit if you

• Enjoy team collaboration
• Thrive in a healthy company culture that recognizes success
• Want to learn and grow your current skill set
• Are seeking a progressive work environment at a rapidly growing organization
• Have a desire to help others protect their future
• Have an entrepreneurial spirit and are challenged by the opportunity to grow the business

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

• 3–5 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

Required Experience

2-5 years of relevant experience

Required Travel

No Travel Required

Required Education

Associate degree (2-year degree)

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.