Client Onboarding Analyst
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Job Description
Client Onboarding Analyst supporting Ubiquity’s 401(k) plan setup, conversions, and client servicing. Managing cases, documentation, meetings, and cross-functional coverage.
Responsibilities:
- Work across New Plans, Conversions, and client servicing based on volume, coverage needs, and onboarding priorities
- Manage assigned cases, portions of cases, or temporary coverage through completion within established milestones and SLAs
- Assess case status, outstanding requirements, risks, and next steps
- Maintain accurate case notes, milestone documentation, and communications in Salesforce and Ubiquity systems
- Support new plan setup from contract through go-live, including plan design review, document preparation, trust and investment setup, payroll integration, client education, and first-contribution readiness
- Support plan conversions through go-live, including plan and prior recordkeeper review, data collection, blackout coordination, asset transfer activities, reconciliation support, and milestone tracking
- Coordinate with plan sponsors, advisors, Third Party Administrators, and prior recordkeepers
- Identify missing information, discrepancies, or risks and resolve routine issues or escalate complex matters
- Conduct or provide coverage for onboarding and conversion meetings
- Provide inbound phone coverage and respond to routine sponsor, advisor, and client questions
- Assist with case escalations, document management, outstanding-item follow-up, and calendar coverage
- Ensure clear handoffs when coverage changes
- Perform work in accordance with established procedures and applicable ERISA, IRS, and DOL requirements
- Maintain audit-ready case documentation and follow Ubiquity security policies and procedures
- Partner with New Plans, Conversions, Client Experience, Payroll, Compliance, Sales, Financial Operations, and other teams
- Identify workflow gaps, client questions, or bottlenecks and surface process-improvement opportunities to onboarding leadership
Requirements:
- 3+ years of experience in the 401(k) or retirement plan industry required
- Experience in plan onboarding, implementation, conversions, recordkeeping, or client service strongly preferred
- Working knowledge of 401(k) plan design, plan documents, payroll integration, and retirement plan administration
- Familiarity with ERISA, IRS, and DOL requirements preferred
- Ability to learn and retain procedures across multiple functions and shift between workstreams based on changing business priorities
- Experience conducting client-facing calls or meetings with plan sponsors, financial advisors, Third Party Administrators, or other external partners preferred
- Proficiency in Salesforce or comparable CRM/case management tools and Microsoft Office
- Experience with retirement plan recordkeeping, document, compliance testing, or Form 5500 systems a plus
- Strong written and verbal communication, organization, problem-solving, and attention to detail
- Ability to manage high-volume work and changing priorities
- QKA designation or active pursuit of ASPPA or NIPA credentials preferred
- Bachelor's degree or equivalent combination of education and experience
- Ability to work 8:00 a.m.–5:00 p.m. or 9:00 a.m.–6:00 p.m. Pacific Time
Benefits:
- Health, dental, and vision coverage — 90% of your premium covered, 60% for dependents
- 401(k) with company match up to 4% of your gross annual pay
- $100/month wellness reimbursement
- $300 home office stipend
- Fully remote, flexible work culture
- Opportunity to earn an additional 5% in variable compensation based on performance
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