Administration Support Specialist

1 week ago Be among the first 25 applicants

Join Our Team! This is a fully remote opportunity with Guidant Financial, available in select states across the US: AZ, FL, GA, ID, KS, LA, MI, MN, NC, NE, TX, UT, VA, MO, OK.

Compensation: $22 - $24 an hour which is equivalent to an annual range of $45,760 - $49,920.

Are you passionate about providing exceptional support to clients and helping small businesses grow? At Guidant Financial, we believe in empowering entrepreneurs and our team members alike! We've already helped launch over 20,000 businesses and created nearly 100,000 jobs by delivering innovative funding solutions. Now, we want you to be part of this exciting journey!

Our Core Values

• Adaptability : Welcome change and help others grow along the way
• Connection : Build relationships, lift others up, and grow together
• Excellence : Step outside your comfort zone to make improvements and satisfy your curiosity

Your Role as an Administration Support Specialist

The Administration Support Specialist plays a key role in ensuring the accuracy, efficiency, and consistency of processes that support the 401(k) Administration Services team. This position is responsible for managing critical administrative workflows, performing precise data entry, maintaining accurate plan and participant records, and coordinating process ownership tasks that impact client service delivery. The ideal candidate is detail-oriented, organized, and comfortable working with multiple systems and financial data in a fast‑paced, deadline‑driven environment.

What You'll Be Doing

• Drive the data entry process for our 401(k) Administration Services team, ensuring that all plan and participant information is accurate and complete
• Download investment management statement details and seamlessly upload the data into our backend database, adhering to established procedures and deadlines
• Prepare and submit contribution correction payment requests to online providers, ensuring that all transactions are thoroughly documented and compliant with plan requirements
• Confirm that all fees for one‑time services are collected before submitting them to Plan Administration
• Support our reconciliation efforts related to contributions, forfeitures, and employer deposits
• Manage the unresponsive termination process for both ongoing and terminating clients, ensuring timely outreach, proper documentation, and compliance with plan closure procedures
• Oversee the creation and amendments of plan documents, making sure all updates align with regulatory requirements and client requests
• Assist with completing and tracking plan restatements, interim amendments, and various plan document maintenance tasks
• Help with outgoing communication to clients regarding their year‑end filings
• Collaborate with other teams to ensure that Small Business Association (SBA) Waiver packets are completed efficiently within internal Service Level Agreement (SLA) guidelines

Additional Responsibilities

• Partner with other internal departments to ensure seamless process execution and information flow
• Respond to inquiries from internal stakeholders promptly and professionally, providing accurate data and context
• Support ad hoc administrative projects and process improvement initiatives as needed
• Perform other duties as required

Requirements

• Must be 18 years of age
• Bachelor's degree or equivalent experience
• 1‑3 years' experience general office management preferred
• Advanced knowledge of 401(k) Plan Structure, ROBS, and IRS/DOL Regulations
• Familiarity with recordkeeping systems, financial statement processing, and online contribution platforms is a plus
• Proficiency in using Microsoft Outlook, Word, PowerPoint, Teams and Excel
• High degree of integrity and discretion when handling sensitive information
• Able to work independently and balance priorities under tight deadlines
• Ability to work in an autonomous environment where you can be a self‑directed worker
• Ability to create an inclusive workplace where everyone feels a sense of belonging by empowering all our employees to speak up, ask questions, and be seen.

Work From Home Requirements

For this position there are minimum work from home requirements that must be met in order to perform the essential functions in a remote work from home (WFH) environment. These include 1) a space to work out of (i.e., home office) and 2) High speed internet.

Benefits

• Our People are Key to Success: Work with a team of smart, creative, fun and highly motivated people
• When You Grow, We Grow: Continue to learn with ongoing training, career pathing, and supportive leaders. For the last five years, Guidant has promoted more than 30% of our organization into new and exciting roles!
• Wellness: Top benefits and perks including comprehensive health coverage (with free premium option), competitive salary, paid parental leave and a generous 401k match. Be able to disconnect with Paid Time Off of 3 weeks and 11 Paid Holidays.
• Flexible Work Arrangements: Work from the enjoyment of your home office. We work with entrepreneurs every day; we want you to have autonomy within your work structure with company provided equipment.
• Awesome Culture: Be part of Guidant's award‑winning culture and have the experience to connect through coffee with senior leaders or hit a home run being part of our company sporting events.
• Empowering Equity and Inclusion: Be part of an inclusive work environment that gives employees a voice to speak up, be heard, and supported.