Pension Office Administrator

Job description:

We are seeking a detail-oriented Pension Office Administrator with a strong foundation in numbers, ideally with actuarial experience, to join our remote team. This role is exclusively for candidates based in the Philippines and focuses on managing 401(k) plans, Defined Benefit Plans, and related compliance tasks such as 1099s, RMDs, Form 945s, Form 5500s, Plan Terminations, and Plan Restatements. You'll work with sensitive client data, perform benefit calculations, and ensure compliance with U.S. pension regulations.

The ideal candidate has actuarial experience or training, is a quick learner with high attention to detail, and is comfortable managing time-sensitive deliverables. Strong written and verbal communication skills, specially over email and phone, are essential. Full training will be provided, but we're looking for someone with a proactive mindset and a strong grasp of mathematical concepts.

If you're ready to grow in the pension administration field and contribute to a collaborative, high-performing team, we'd love to hear from you

Key Responsibilities:

• Administer and manage up to 80 retirement plans, including 401(k) and Defined Benefit Plans, most with fewer than 10 participants, covering annual data updates and benefit calculations.
• Handle plan distributions such as withdrawals, in-service distributions, loans, hardships, and Required Minimum Distributions (RMDs), with an estimated 33 RMDs processed in 2024 (volume may vary in 2025).
• Prepare and file IRS Forms including Form 945 (Annual Return of Withheld Federal Income Tax) and 1099s for distributions, ensuring strict compliance with IRS deadlines.
• Support plan restatements and terminations by preparing simple but accurate documentation in accordance with regulatory guidelines.
• Communicate regularly with clients via email and manage 10–20 phone calls daily (depending on the season), addressing inquiries, assisting with forms, and providing plan updates.
• Explain pension concepts to clients after training and assist with plan status updates, with the goal of obtaining relevant pension administration certifications.
• Create invoices and manage billing through Square Invoicing, including payment processing and follow-ups on outstanding balances.
• Maintain accurate plan records and due diligence files using Microsoft Excel, Google Sheets, and Datair software.
• Prepare essential client documents such as Retainer Agreements, Participant Termination Packages, and annual compliance reports.
• Collaborate within a small team of four, reporting directly to the Manager and COO, using Google Chat and phone calls for efficient internal coordination.
• Utilize a custom-built CRM in Google Sheets to monitor client workflows and track task progress across multiple plans.
• Ensure compliance with U.S. pension laws, including IRS and DOL regulations; full training provided to support understanding and application of legal standards.
• Maintain audit-ready documentation, though external audits are infrequent.

Preferred Qualifications:

• Bachelor's Degree in Mathematics or Actuarial Science required.
• Actuarial experience or coursework is required, especially with defined benefit calculations, pension modeling, or related mathematical work.
• Holding any actuarial certifications (e.g., from SOA, ASPPA, or local actuarial bodies) is a plus and will be considered favorably.
• No prior pension administration or Datair experience needed—comprehensive training will be provided.
• Excellent organizational skills and strong mathematical aptitude for benefit calculations and compliance tasks.
• Comfortable with high-volume client communication (daily emails + 10–20 calls).
• Skilled in Excel and Google Sheets for reconciliation, formulas, and calculations.
• Proficiency in Mandarin is a plus, though not required.
• Quiet, reliable home office with stable internet for virtual client calls and meetings.

Work Schedule and Expectations:

• This is a full-time role requiring 40 hours per week, following Eastern Standard Time (EST), from 9:00 AM to 6:00 PM EST (equivalent to 9:00 PM to 6:00 AM Philippine Time).
• During peak periods, such as year-end processing for 1099s, RMDs, and annual valuations, additional focus and extended hours may occasionally be needed to meet critical deadlines.
• Performance will be evaluated based on accuracy in data entry, timeliness in plan administration, ability to manage and meet deadlines, and consistency in task completion.
• In the future, specific Key Performance Indicators (KPIs), such as error rates in benefit calculations, may also be implemented to ensure continuous improvement.

Work Set Up: Fully Remote Work

Training and Support:

• Comprehensive training will be provided on pension administration processes, Datair, Square Invoicing, and U.S. pension regulations (e.g., IRS and DOL requirements).
• You'll have access to a senior team member for guidance on complex tasks.
• Opportunities to take tests and obtain pension licenses, which will enable you to handle more advanced client interactions (e.g., explaining pension concepts). Course/exam costs would be reimbursed upon completion.
• Agreement to take exams offered by ASPPA (American Society of Pension Professionals & Actuaries), specifically the Retirement Plan Fundamentals Certificate program (RPF) and the Qualified 401(k) Administrator Plan Management (QKA-1) exam.

Why Join Us?

• Join a supportive, team-oriented company with a small, collaborative team of 4 (including you).
• Bonuses available for obtaining pension licenses or exceptional performance (e.g., meeting deadlines with high accuracy).
• Skill development opportunities, including learning Datair and mastering pension plan administration.
• Potential to grow into a more senior role over time as you gain experience.
• Long-term contract with a stable, people-focused company.

Scope : 3 months probationary testing period