Administrative Specialist

Administrative SpecialistThe Administrative Specialist plays a key role in supporting the day-to-day administrative functions for all departments and leaders, with expectations of fostering communication, consistency, and efficiency across departments. Responsibilities encompass organizing and preparing information to be used by other internal teams, maintaining required disclosures, generating account statements for plan participants, and more. This is a fast-paced position that requires a high level of accuracy and attention to detail and effective communication skills. While limited external client interaction is involved, your contributions are essential to ensuring we meet the needs of both our employers and their employees and maintaining the company's reputation for excellence in retirement plan administration.Primary Leadership Responsibilities:Serve as the primary point of contact for coordinating tasks and projects within the administrative team.Act as a liaison between administrative staff and other departments to support cross-functional communication and workflow of tasks.Monitor task assignments and follow up to ensure deadlines are met and quality standards are upheld.Provide onboarding and ongoing training for administrative staff, including communicating process changes and promoting best practices.Propose the implementation of process improvements to enhance efficiency, accuracy, and compliance of retirement plan administration.Support leadership with project tracking, status updates, and internal communications as needed.Investigate and resolve administrative issues, collaborating with other departments or escalating to senior staff as appropriate.Primary Administrative Responsibilities:Support all departments with administrative functions such as filing, data entry, and general office tasks.Accurate and timely data entry for various processes and retirement transactions.Maintain accurate documentation of plan and participant disclosures, fund performance metrics, and participant account statements.Set up and update Plan Contacts in all applicable software programs.Daily collection and distribution of mail and monitoring a shared email inbox.Manage and maintain accurate filing systems for all client records and documentation.Provide support with maintaining up-to-date documentation of systems and procedures.Handle the distribution of swag for Spring Training and Game Time.Assist Leaders with employee events and staff meetings.Manage the recurring monthly and quarterly administrative maintenance tasks.Manage office supplies and inventory.Manage breakroom supplies.Primary Skills & Requirements:High attention to detail and a proactive, problem-solving mindset.Strong organizational and time management skills; ability to manage multiple priorities.Ability to work independently and collaboratively in a fast-paced environment.ASPPA Retirement Plan Fundamentals (RPF) certificate.Experience with Microsoft Office Suite.4+ years of experience with Retirement Plan Consultants or other relevant administrative experience.Preferred experience with Relius, PensionPro, and FTWilliams software platforms.