3(16) Administrator

Description

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 3(16) Administrator is responsible for providing day‑to‑day operational support for 3(16) and Governance retirement plans, working closely with the 3(16) Consultant to ensure fiduciary responsibilities are executed accurately and in a timely manner. This role assists with monitoring plan activity, coordinating with internal teams, recordkeepers, and service partners, maintaining plan documentation, and supporting compliance‑related tasks associated with 3(16) services. The Administrator plays a key role in ensuring operational efficiency, strong service delivery, and adherence to regulatory and plan requirements across an assigned caseload of plans.

PRIMARY DUTIES AND RESPONSIBILITIES

• Review annual participant notices to ensure they accurately reflect plan specifications, investments, and fees.
• Distribute required plan sponsor and participant communications via email and mail.
• Deliver enrollment materials and required notices to plan participants.
• Monitor recordkeeper accounts on a per‑payroll basis to ensure timely deposit of participant contributions.
• Monitor participant loans to ensure payments are submitted timely and in accordance with plan requirements.
• Upload payroll contributions and provide confirmation to plan sponsors.
• Track investment fund changes and distribute required fund change notices to participants.
• Review participant distributions and loan transactions prepared by the TPA.
• Prepare and complete quarterly governance memos.

COMPETENCIES REQUIRED

• Provide prompt follow‑up on open items with clients and internal team members.
• Demonstrate excellent attendance, punctuality, and effective time management.
• Maintain a professional and positive attitude when interacting with clients and internal team members.
• Exhibit strong verbal and written communication skills, with the ability to build rapport remotely while working productively
  

EDUCATION AND QUALIFICATIONS

• High school diploma or GED required
• Minimum of 1 year of experience in retirement industry required
• Direct client contact required
• 3(16) fiduciary services experience preferred
• Intermediate MS skills to include Outlook, Word, PowerPoint, and Excel; ability to navigate web‑based programs

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

• 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