Document Compliance Specialist

Why join our team at Definiti? If you enjoy tackling challenges and believe in delivering exceptional client service, Definiti may be perfect for you. You can make a difference by helping to improve and secure many retirements, while also helping to grow a dynamic organization. Most roles are fully remote, so you need to be comfortable using technology, be productive in a home office with a reliable internet connection to stay in touch with your team and deliver high-quality service to our clients. Definiti supports your professional growth through comprehensive training and industry credentials and certifications.

Definiti is a national retirement services company that helps clients manage and administer their retirement plans. We help clients define what's possible and what’s next for their retirement plans.

PURPOSE OF POSITION

The Document Compliance Specialist will ensure that all document compliance requirements are met for new and existing plans and that all Plan documents and notices are organized and accessible for clients and staff. This role requires effective collaboration with Sales, Implementation, Outsourcing Team, Defined Contribution, and Defined Benefit Administration Departments. 

PRIMARY DUTIES AND RESPONSIBILITIES

· Maintain document compliance for all new and existing clients of Definiti and its affiliates. This includes working with our Outsource Team to prepare and review amendments (required, discretionary and termination) and restatements as required by the client, the Department of Labor (DOL) and the Internal Revenue Service (IRS)

· Prepare and review more complex documents, including but not limited to, Merger and Transfer Agreements; Protected Benefits Analysis and other document preparation related to Merger and Acquisition events

· Assist in Implementation projects by mapping over new client documents from other Providers in takeover situations. This requires an understanding of, and ability to interpret, many different types of documents

· Assist with acquisition projects as directed by the Director of Document Services to ensure a smooth transition for newly acquired companies

COMPETENCIES REQUIRED

· Attention to detail as it pertains to reviewing complex documents

· Ability to multitask while maintaining accuracy in data entry

· Ability to prioritize and manage workload and meet deadlines within a fast-paced, virtual environment. Success requires the ability to build rapport with remote colleagues using MS Office (Teams) and to work productively with limited in-person interaction

· Convey a professional, helpful, and positive attitude while interacting with both internal Team members and Outsourcing Team

· Excellent written and oral communication skills

· Ability to read, analyze, and interpret Plan documents

· Strong problem-solving skills

· Demonstrated ongoing professional development and regulatory awareness by actively engaging in training sessions and webinars to stay current on laws and compliance requirements related to retirement plans

EDUCATION AND QUALIFICATIONS 

· High School or GED required

· Bachelor’s degree preferred

· 3+ years of related Plan Document experience required

· Familiarity with, and proficiency in, FTW’s Document Software preferred

· Familiarity with, and proficiency in, PensionPro Workflow System preferred

· Proficient in Microsoft Office 365 (Teams, Word, Excel, SharePoint), DocuSign and Kofax required

REMOTE WORKING REQUIREMENTS

As a remote-first company, we have compiled expectations for a successful remote work environment:

• Ability to build rapport with others remotely while working productively with limited in-person interaction
• Have access to a reliable and consistently strong, high-speed internet connection suitable for remote work. A stable, high-speed internet connection is essential for effective communication, collaboration, and productivity while working remotely
• Designate a quiet, and well-lit space free of as many distractions as possible
• Be online and available to work during designated business hours in local time zone
• Accustomed to using Microsoft Teams (or similar virtual-meeting applications) to meet with colleagues regularly on video and use the chat feature for quick communications. We utilize many Microsoft Teams features (such as Channels and file storage) for announcements, relevant conversations, and file sharing. Familiarity with Microsoft Teams is a plus
• Accustomed with file-storage and file-sharing tools such as Microsoft SharePoint

BENEFITS

Definiti has a dynamic, growth-focused culture, and we are committed to offering attractive employee-centric benefits, including:

• A virtual-first work philosophy for most jobs
• 401(k) with up to 4% match
• Flexible PTO allows you to take the time you need for wellness, vacations, and personal matters. We foster a trusting environment where employees manage their workloads responsibly. Time off doesn’t accrue.
• 12 paid holidays, 2 paid floating holidays, and your birthday is a holiday
• Paid Parental Leave
• A variety of medical, dental and vision plan options including Definiti subsidized premiums
• Company-paid life insurance and short-term disability insurance
• Bonus plan eligibility