Operations Associate, Retirement Plan Services

Job Description

Job Description

Description

The Operations Associate, Retirement Plan Services, plays a critical role in supporting the administration and execution of retirement plan services for our clients. This position is responsible for coordinating key operational activities, maintaining accurate plan records, facilitating client service requests, and ensuring timely completion of internal processes and deliverables.

Working closely with team members across Retirement Plan Services as well as partners in Finance, Compliance, Operations, and Business Development, the Operations Associate helps ensure a seamless experience for plan sponsors, participants, and advisors. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate is proactive, service-oriented, and committed to operational excellence. This individual thrives in a collaborative setting, communicates effectively with stakeholders at all levels, and takes ownership of assigned responsibilities. Through their contributions, the Operations Associate helps support the successful delivery of retirement plan services and positively impacts the retirement outcomes of plan participants nationwide.

Responsibilities

Client Operations & Scheduling  

• Manage and coordinate client meeting scheduling, including tracking systems, plan consultant travel and time preferences, meeting buffers, and cyclical scheduling cadences. 
• Support meeting preparation by compiling agendas, plan review reports, and recordkeeper data and contacts for each upcoming meeting. 
• Coordinate meeting follow-ups including distribution of minutes and facilitation of fund or fee change paperwork. 
• Manage client onboarding documentation including scheduling forms, agreement and disclosure templates, and service-provider contact entry into CRM and RPAG systems. 

Communications & Distribution  

• Monitor and respond to shared inboxes, ensuring timely and accurate routing of inquiries. 
• Coordinate email distributions, including maintaining suppression rules and audience segmentation across platforms. 
• Support management of phone lines and ensure proper call routing and coverage. 
• Draft and distribute client communications including webinar invitations and event announcements. 

Reporting & Systems  

• Assist with the creation and distribution of quarterly FIR and Plan Review reports, including benchmarking processes using RPAG. 
• Maintain accurate and up-to-date records in Practifi (CRM) and RPAG, including committee tracker updates and contact information. 
• Coordinate committee change notifications and ensure downstream updates are reflected across all relevant distribution lists. 
• Support development and submission of Standard Operating Procedures (SOPs), coordinating approvals through Marketing and Compliance prior to publication. 

Cross-Functional Coordination  

• Collaborate with Marketing, Compliance, Finance, and Human Capital on approvals, workflows, and shared projects. 
• Serve as a point of contact for routine document requests and assist with time-sensitive operational deadlines. 
• Support event planning and coordination, including logistics for client-facing and internal programs. 
• Perform other related duties and responsibilities as reasonably assigned to support the operations team. 

Qualifications

• Bachelor’s degree preferred, or equivalent relevant experience. 
• Minimum of 2 years of administrative or operations support experience; 5 years preferred. 
• Experience within a financial services, retirement, or advisory firm environment is a plus. 
• Familiarity with CRM platforms (e.g., Practifi) or retirement plan systems (e.g., RPAG) is beneficial but not required. 
• Highly organized and detail-oriented, with the ability to manage multiple tasks and deadlines simultaneously. 
• Strong written and verbal communication skills. 
• Self-directed and capable of working independently with minimal supervision. 
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint). 
• Demonstrates a commitment to quality, responsiveness, and continuous improvement. 

Compensation

Salary: $70,000 - 90,000 annually.

Final compensation will be determined based on several job-related factors, including location, relevant skills, professional licensure, experience, and education.

Location / Schedule

• This position will be located in San Diego, CA (preferred); Dallas, TX; Tampa, FL. 
• Working hours are 9am-5pm Monday-Friday 
• Occasional evening/weekend hours may be requested per business need
• Ability to travel up to 15%

Benefits

• 401(k) matching
• Dental Insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance