[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.

Responsibilities

• Manage 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 Lead
• Draft 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 requirements
• Review and verify plan design elections submitted by plan sponsors and advisors, identifying and clarifying any inconsistencies or missing information before plan document preparation begins
• Establish trust accounts and confirm investment elections are properly configured in accordance with the plan document and client instructions
• Maintain accurate and up-to-date case records, notes, and milestone documentation in Salesforce and Ubiquity’s recordkeeping system throughout the plan setup lifecycle
• Coordinate 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 submission
• Guide plan sponsors through the process of connecting their payroll system to Ubiquity’s platform, explaining integration steps, expected timelines, and required actions clearly and proactively
• Monitor 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 level
• Document payroll setup configurations and any integration issues encountered for each case, maintaining a clear record in Salesforce for the plan’s ongoing service history
• Serve 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 steps
• Conduct plan setup kickoff calls to establish expectations, review the onboarding timeline, confirm required actions from each party, and introduce plan sponsors to the Ubiquity platform
• Deliver 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-live
• Follow up in a timely and organized manner to obtain required documentation, signatures, and plan elections, creating appropriate urgency to minimize time to first contribution
• Escalate 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 departments
• Ensure all plan setup tasks are completed in accordance with ERISA, IRS, and DOL requirements, including plan document provisions, required notices, contribution limits, and eligibility rules
• Review completed plan setup work for accuracy before submission, identifying errors or omissions and correcting them prior to plan go-live
• Stay current on changes to IRS and DOL regulations, plan contribution limits, and SECURE Act provisions that affect new plan setup and plan document preparation
• Maintain, follow, and enforce all Ubiquity security policies and procedures at all times
• Coordinate 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 Lead
• Partner 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 one
• Contribute 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 Lead
• Support 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 Lead

Skills

• Experience in the 401(k) or retirement plan industry
• Experience working within a fintech, SaaS-based, or technology-driven platform
• Working knowledge of plan document provisions, plan design options (Safe Harbor, traditional 401(k), Profit Sharing), ERISA compliance requirements, and IRS contribution limits
• Familiarity with payroll integration processes for 401(k) plans, including contribution file formats and census data management
• Experience conducting client-facing onboarding calls or plan setup consultations with plan sponsors and financial advisors
• Proficiency in Salesforce or comparable CRM tools
• Proficient 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 SLAs
• Excellent written and verbal communication skills with a professional, client-focused tone
• Ability to work both independently and collaboratively; comfortable escalating issues to the New Plan Team Lead and operating within established escalation protocols
• Bachelor's degree or equivalent combination of education and experience
• Familiarity with new plan setup, plan document preparation, or plan implementation
• Familiarity with API-based integrations, digital plan onboarding workflows, or cloud-based recordkeeping environments
• Familiarity with compliance testing software and 5500 tools (e.g., FT Williams, ASC)
• QKA designation or active pursuit of ASPPA or NIPA credentials
• Experience with workflow or case management platforms (e.g., Asana)
• Experience with plan document drafting tools or recordkeeping platforms

Benefits

• Medical, 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.

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