Plan Document Specialist in Vancouver, Washington at MADISON RETIREMENT ADMIN LLC

Job Summary

The Plan Document Specialist plays a critical role in ensuring the accuracy, compliance, and timely completion of legal retirement plan documents. This position involves overseeing the onboarding of new plans, managing document service workflows, and acting as a key liaison for internal and external clients. Success in this role requires excellent communication, organization, and technical expertise in retirement plan administration, particularly under IRS, ERISA, and DOL guidelines.

• Draft and amend plan documents, including adoption agreements, plan amendments, loan policies, SPDs, and SMMs, for new and existing qualified retirement plans (401(k), 401(a), 403(b), 457(b), PEPs and MEPs).
• Prepares plan review outlines and suggests plan design and/or administrative changes for clients to simplify administration and reduce design complexity.
• Oversee plan installations and conversions, including intake review, data validation, and document preparation.
• Ensure documents comply with current IRS, ERISA, and DOL regulations and internal service standards.
• Complete assigned projects and document requests within specified service timeframes for Start-Up and Takeover Plans as well as Amendments/Restatements.
• Serve as a subject matter resource for plan design and compliance; escalate complex issues to leadership as appropriate.
• Support sales team and consultants during pre- and post-sale activities with plan-related documentation.
• Perform peer reviews of documents and assist with training and coverage for team members as appropriate with experience, as needed.
• Track and update project status within workflow systems (e.g., PensionPro, FT Williams, Pipeline).
• Evaluate and recommend process enhancements to improve service delivery and operational efficiency.
• Archive client correspondence and documentation in alignment with firm practices.
• Participate in team meetings, training sessions, compliance projects, and firm-wide initiatives.
• Maintain up-to-date technical knowledge through webinars, certifications, and other professional development.

• Serve as a primary contact for internal clients; respond to inquiries via Teams, email, or phone.
• Collaborate with Account Managers, New Business Team, and leadership to ensure a smooth and compliant onboarding experience.
• Ensure client satisfaction through proactive communication, clear expectations, and quality service delivery.
• Escalate client concerns to Team Lead, Director, or Partner as needed for resolution.

Technical Experience

• Strong working knowledge of IRS/DOL rules and regulations applicable to retirement plans.
• Experience drafting pre-approved and custom plan documents using web-based vendor platforms.
• Ability to handle legislative restatements and document updates subject to IRS deadlines.
• Experience with Pooled Employer Plans (PEPs) a plus.
• Experience with Self Correction Program (SCP) and Voluntary Correction Program (VCP) under EPCRS a plus.

• Excellent verbal, written, and interpersonal communication.
• Strong customer service orientation with the ability to manage multiple priorities.
• Proven ability to meet deadlines in a fast-paced environment.
• Meticulous attention to detail with strong organizational and time-management skills.
• Analytical and problem-solving abilities.
• Proficiency in Microsoft Office and internal systems (e.g., PensionPro, FT Williams).

MAP Retirement is a leading provider of tech-enabled administration and compliance solutions for employer-sponsored retirement plans. Working exclusively with financial advisors, we specialize in plan design, administration, compliance, and fiduciary support—allowing advisors to focus on investment strategy and financial planning. This collaborative approach drives successful business and retirement outcomes, delivering peace of mind to employers and maximizing retirement readiness for employees.

You'll enjoy working for us for a number of reasons! Below are just a few of our benefits:

We cover 80% for employees and 50% for dependents for Medical, Dental and Vision.

• 401(k) with SH contributions.
• Generous Open PTO policy.
• Life insurance.
• Flexible spending.
• HSA.
• Fun employee appreciation and team building events.
• Great company culture.

We are committed to employing a diverse workforce. Qualified applicants will be considered without regard to race, color, religion, sex, national origin, criminal record, age, sexual orientation, gender identity, gender expression, or disability.

Salary considerations will be based on experience.