Plan Document Specialist

HUB International • Austin, TX

1d • $75,000 • Hybrid

About The Position

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.

Requirements

• 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

Nice To Haves

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

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

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree