Plan Document Specialist

Job Title: Plan Document Specialist

Location: Austin TX (Hybrid)

Compensation: $75000 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.

About 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 sponsors 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

• 35 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:

• $75000 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 holidays
• Hybrid schedule after successful training period

Travel:

• No travel required

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 veterans status or any other characteristic protected by local state or federal laws rules or regulations.

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