Retirement Specialist

SCALIS; Bradenton (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

SCALIS is seeking a detail-oriented Retirement Plan Administrator to support 401(k) operations, data imports, and reporting for multiple clients in Florida.

You will use Asana, Salesforce, and Excel to manage workflows, maintain accuracy, and respond to client inquiries while coordinating with Empower, Quantum, and other internal teams. This role emphasizes compliance and data integrity in a fast-paced environment.

Qualifications

• 2+ years in retirement plan administration or benefits administration.
• Familiarity with 401(k) recordkeeping processes.
• Strong analytical and problem-solving abilities.

Responsibilities

• Download and format deferral feedback files from Empower.
• Import and review deferral feedback into Quantum.
• Utilize Qlik to review deferral feedback import results.
• Download and format the loan feedback file from Empower.
• Review the loan feedback data entry to ensure accuracy.
• Develop weekly metrics reporting.
• Develop monthly metrics reporting.
• Receive, review and reconcile onboarding adopter’s pipeline status.
• Review, submit and invoice document amendments.
• Update Quantum, if necessary, for plan amendments.
• Discuss allocation requests with clients and submit to Empower for completion.
• Review and invoice for allocation requests completed by Empower
• Coordinate client allocation funding and remit to Empower
• Receive new adopter signed documents from Empower and document accordingly.
• Monitor Empower reporting and once available, enter new adopters into Quantum
• Receive, review, and document 401k consults from Sales, other internals, clients, etc.
• Document assets transferred into the CoAdvantage MEP (including entering the year-to-date contributions made into the prior plan ensuring participants remain below the IRS annual contribution limit).
• Research new hire, rehire and employee termination events in conjunction with plan rules.
• Takes incoming phone calls from all client companies and providers. Reacts within specified time frames to all customer inquiries and maintains superior client relationships.
• Conducts complete investigation into potential errors and plan administration issues. Documents appropriately and makes recommendations about necessary actions to be taken.
• Responds to client, employee and provider inquiries related to retirement benefit programs.
• Work closely with Client Services team to build and maintain strong customer relationships and deliver ongoing superior service.
• Proactively recommends changes to operating procedures to maximize accuracy and productivity.
• Escalates issues/concerns/special requests to 401k management.
• Establish and maintain effective working relationships with area staff, management and clients.
• Performs other duties and special projects as assigned.
• Demonstrates a consistent attitude of excellence and uncompromising integrity in a highly collaborative teamwork environment.
• Ensure work area is clean, secure (HIPAA compliant) and well maintained.
• Stay abreast of compliance regulations and changes in the field of MEP’s, ERISA and DOL requirements.

Skills

Retirement admin

Asana

Salesforce

Excel

Communication

Organization

Attention to detail

Confidentiality

Education

High school diploma

Tools

AI tools familiarity

Job description

Essential Job Functions

• Download and format the deferral feedback files from Empower.


• Import and review the deferral feedback into Quantum.


• Utilize Qlik to review the deferral feedback import results.


• Download and format the loan feedback file from Empower.


• Review the loan feedback data entry to ensure accuracy.


• Develop weekly metrics reporting.


• Develop monthly metrics reporting.


• Receive, review and reconcile the onboarding adopter’s pipeline status.


• Review, submit and invoice document amendments.


• Update Quantum, if necessary, for plan amendments.


• Discuss allocation requests with clients and submit the requests to Empower for completion.


• Review and invoice for allocation requests completed by Empower


• Coordinate client allocation funding and remit to Empower


• Receive new adopter signed documents from Empower and document accordingly.


• Monitor Empower reporting and once available, enter new adopters into Quantum


• Receive, review, and document 401k consults from Sales, other internals, clients, etc.


• Document assets transferred into the CoAdvantage MEP (including entering the year-to-date contributions made into the prior plan ensuring participants remain below the IRS annual contribution limit).


• Research new hire, rehire and employee termination events in conjunction with plan rules.


• Takes incoming phone calls from all client companies and providers. Reacts within specified time frames to all customer inquiries and maintains superior client relationships.


• Conducts complete investigation into potential errors and plan administration issues. Documents appropriately and makes recommendations about necessary actions to be taken.


• Responds to client, employee and provider inquiries related to retirement benefit programs.


• Work closely with Client Services team to build and maintain strong customer relationships and deliver ongoing superior service.


• Proactively recommends changes to operating procedures to maximize accuracy and productivity.


• Escalates issues/concerns/special requests to 401k management.


• Establish and maintain effective working relationships with area staff, management and clients.


• Performs other duties and special projects as assigned.


• Demonstrates a consistent attitude of excellence and uncompromising integrity in a highly collaborative teamwork environment.


• Ensure work area is clean, secure (HIPAA compliant) and well maintained.


• Stay abreast of compliance regulations and changes in the field of MEP’s, ERISA and DOL requirements.

Required Skills and Experience

• 2+ years of experience in retirement plan administration, 401(k) recordkeeping, or benefits administration,


• Familiarity with Asana and Salesforce, as well as strong analytical and problem-solving abilities.


• Advanced knowledge of Excel and ability to quickly learn new software applications.


• Excellent verbal and written communication skills.


• Strong customer relationship and interpersonal skills


• Experience working in an environment where payroll / benefits are processed daily a plus.


• Strong organizational skills.


• Knowledge of word processing and spreadsheet applications.


• Good time management.


• Excellent attention to detail.


• Works well in a team environment.


• Able to maintain confidential information.

Additional Skills

• Familiarity with AI-assisted tools (e.g., generative AI, CoPilot, Claude) and a willingness to incorporate them into daily workflows. Comfort using AI tools to improve productivity, draft content, or summarize information.

Education

• High school diploma or equivalent.

About CoAd

CoAd helps businesses navigate the complexities of workforce management through a combination of technology, expertise, and human support. Serving more than 17,000 clients nationwide, CoAd delivers payroll, HR, benefits administration, compliance support, workforce technology, and PEO services that help organizations simplify operations, support their employees, and drive growth.

Built on the belief that workforce solutions should be integrated, intuitive, and people-centered, CoAd empowers employers to manage their workforce with greater confidence while adapting to the evolving needs of today’s workplace.

EEO

CoAd is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, ancestry, citizenship status, age, sex (including pregnancy, childbirth, breast feeding and pregnancy-related medical conditions), gender, gender identity or expression, sexual orientation, marital status, uniform service member and veteran status, disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.