[Remote] Client Onboarding Analyst, New Plans

Note: The job is a remote job and is open to candidates in USA. Ubiquity Retirement + Savings is dedicated to empowering small businesses and their employees with affordable retirement solutions and exceptional customer support. The Client Onboarding Analyst – New Plans is responsible for managing the onboarding of new 401(k) plans, coordinating with various stakeholders, and ensuring compliance with regulatory requirements throughout the setup process.ResponsibilitiesManage an assigned pipeline of new 401(k) plan cases from initial contract through go-live on Ubiquity’s platform, tracking each case against established milestones and SLAs using Salesforce and internal case management tools; proactively flag cases at risk of delay to the New Plan Team LeadDraft plan documents for new clients based on their selected plan design elections, ensuring all provisions are accurately reflected and in compliance with ERISA, IRS, and DOL requirementsReview and verify plan design elections submitted by plan sponsors and advisors, identifying and clarifying any inconsistencies or missing information before plan document preparation beginsEstablish trust accounts and confirm investment elections are properly configured in accordance with the plan document and client instructionsMaintain accurate and up-to-date case records, notes, and milestone documentation in Salesforce and Ubiquity’s recordkeeping system throughout the plan setup lifecycleCoordinate payroll setup requirements directly with plan sponsors to ensure contribution data, employee census information, and payroll schedules are accurately configured prior to the first payroll submissionGuide plan sponsors through the process of connecting their payroll system to Ubiquity’s platform, explaining integration steps, expected timelines, and required actions clearly and proactivelyMonitor initial payroll submissions after go-live to confirm contributions are processing correctly; identify and troubleshoot discrepancies in contribution amounts, employee eligibility data, or payroll file formats, escalating to the New Plan Team Lead when issues cannot be resolved at the analyst levelDocument payroll setup configurations and any integration issues encountered for each case, maintaining a clear record in Salesforce for the plan’s ongoing service historyServe as the primary point of contact for plan sponsors, financial advisors, and Third Party Administrators throughout the new plan setup process, providing proactive, milestone-based updates on outstanding items and next stepsConduct plan setup kickoff calls to establish expectations, review the onboarding timeline, confirm required actions from each party, and introduce plan sponsors to the Ubiquity platformDeliver ongoing platform education throughout the onboarding lifecycle, including portal navigation, contribution submission, employee enrollment, and plan reporting, ensuring sponsors are fully equipped to manage their plan independently at go-liveFollow up in a timely and organized manner to obtain required documentation, signatures, and plan elections, creating appropriate urgency to minimize time to first contributionEscalate complex plan design questions, unresolved setup issues, or cross-functional blockers to the New Plan Team Lead rather than attempting to resolve them independently or routing directly to other departmentsEnsure all plan setup tasks are completed in accordance with ERISA, IRS, and DOL requirements, including plan document provisions, required notices, contribution limits, and eligibility rulesReview completed plan setup work for accuracy before submission, identifying errors or omissions and correcting them prior to plan go-liveStay current on changes to IRS and DOL regulations, plan contribution limits, and SECURE Act provisions that affect new plan setup and plan document preparationMaintain, follow, and enforce all Ubiquity security policies and procedures at all timesCoordinate directly with internal teams on routine plan setup tasks and approvals within established processes and authority levels, routing escalated issues or items requiring leadership judgment to the New Plan Team LeadPartner with Sales and Client Experience to ensure a smooth handoff from the point of sale through plan setup, with client expectations clearly established from day oneContribute to team process improvement efforts by identifying recurring setup issues, documentation gaps, payroll configuration challenges, or workflow inefficiencies and surfacing them to the New Plan Team LeadSupport the team during high-volume periods by assisting colleagues with case overflow and contributing to shared team priorities as directed by the New Plan Team LeadSkillsExperience in the 401(k) or retirement plan industryExperience working within a fintech, SaaS-based, or technology-driven platformWorking knowledge of plan document provisions, plan design options (Safe Harbor, traditional 401(k), Profit Sharing), ERISA compliance requirements, and IRS contribution limitsFamiliarity with payroll integration processes for 401(k) plans, including contribution file formats and census data managementExperience conducting client-facing onboarding calls or plan setup consultations with plan sponsors and financial advisorsProficiency in Salesforce or comparable CRM toolsProficient in Microsoft Office (Outlook, Excel, Word)Strong attention to detail with the ability to manage a high-volume case pipeline while maintaining accuracy and meeting SLAsExcellent written and verbal communication skills with a professional, client-focused toneAbility to work both independently and collaboratively; comfortable escalating issues to the New Plan Team Lead and operating within established escalation protocolsBachelor's degree or equivalent combination of education and experienceFamiliarity with new plan setup, plan document preparation, or plan implementationFamiliarity with API-based integrations, digital plan onboarding workflows, or cloud-based recordkeeping environmentsFamiliarity with compliance testing software and 5500 tools (e.g., FT Williams, ASC)QKA designation or active pursuit of ASPPA or NIPA credentialsExperience with workflow or case management platforms (e.g., Asana)Experience with plan document drafting tools or recordkeeping platformsBenefitsMedical, dental, and vision insurance to ensure you're protected and staying happier and healthier.Get more ownership over your schedule while maintaining great relationships with your peers.We celebrate diverse viewpoints and believe diversity nurtures innovation and creativity. We want everyone to feel included like a valued member of our Ubiquity family.Company OverviewUbiquity Retirement + Savings is a financial services company that offers curated retirement planning for small business owners. It was founded in 1999, and is headquartered in San Francisco, California, USA, with a workforce of 51-200 employees. Its website is https://www.myubiquity.com/.