Installation Coordinator

Pinnacle Plan Design is growing. We are seeking a Installation Coordinator to join our team!

The Installation Coordinator is responsible for managing all aspects of onboarding new retirement plans- including Start-Up Plans, Takeover Plans, and conversions of existing plans transitioning to the firm. This includes drafting new plan documents, coordinating with internal teams and recordkeeping partners, and serving as the primary point of contact for clients and advisors throughout the onboarding process. This role ensures smooth, accurate, and compliant implementation from point of sale through the first deposit. The Installation Coordinator leads client onboarding calls, sets expectations, and ensures every plan is installed accurately in the firm's systems and across partner platforms. This is a remote position that requires strong communication skills, industry knowledge, and exceptional attention to detail.

Essential Duties And Responsibilities

• Identify client solutions, typically offered by recordkeepers and other vendor partners, to ease operation of the retirement plan.
• Draft new plan documents and ensure legal and operational accuracy for each client's retirement plan.
• Manage all aspects of onboarding and conversion projects, from document collection to first contribution.
• Conduct onboarding calls with clients and advisors to review plan setup, document provisions, responsibilities, andkey deadlines.
• Serve as the primary contact for clients, advisors, and recordkeeping partners during the onboarding process.
• Collect, review, and analyze conversion data to ensure smooth transitions and operational readiness.
• Prepare and coordinate service agreements, fee schedules, and DOL-required notices to ensure compliance.
• Confirm and validate the accuracy of plan setup in internal systems and across external platforms.
• Track and document onboarding progress, maintaining clear and complete records for each plan.
• Collaborate cross-functionally with internal departments (e.g., ERISA, compliance, sales, operations) to ensure aligned processes and outcomes.
• Stay up to date on regulatory changes and retirement industry trends to ensure compliant and informed onboarding practices.
• Participate in continuous improvement of onboarding systems, procedures, and service quality.

Knowledge, Skills And Abilities

• In-depth knowledge of retirement plan design and administration.
• Strong understanding of plan documents, ERISA compliance, and IRS/DOL regulations.
• Excellent verbal and written communication skills, including the ability to clearly explain complex provisions to clients.
• Strong organizational skills with the ability to manage multiple concurrent onboarding projects.
• High attention to detail with the ability to identify errors and inconsistencies in data and documents.
• Problem-solving mindset with sound judgment and discretion under pressure.
• Strong service orientation with the ability to build client relationships in a remote environment.
• Desire to manage a small team as company succession evolves.
• Proficiency in Microsoft Office Suite, especially Excel, Word, and Outlook.
• Familiarity with industry software such as PensionPro, ASC, and Microsoft Teams, preferred.

Education And Experience Requirement

• Bachelor's degree preferred.
• Minimum of 2 years of experience in retirement plan administration or onboarding, preferably in a TPA environment.
• Experience with high-touch client service and multiple recordkeeping platforms.
• ASPPA, NIPA, CEBS, or similar industry credentials strongly preferred.
• Experience with multiple plan documents. (ASC plan document experience preferred)

Physical Requirement AND Work Environment

Remote Work Requirements

• Reliable, high-speed internet and a quiet, professional home office environment.
• Ability to engage and collaborate effectively in a remote-first culture.
• Proficiency in using video conferencing and collaboration tools such as Microsoft Teams.
• Availability during standard business hours in your local time zone.

Physical Requirements and Work Environment

• Required to sit for extended periods.
• Standard home office conditions with minimal noise or distraction.
• Occasional travel for team meetings or industry events may be required.

Schedule

Standard Office Work Hours 8:00 AM – 5:00 PM, Monday – Friday, Occasional overtime may be necessary based on onboarding volume or deadlines.