Job Title: Plan Document Specialist

Location: Austin, TX (Hybrid)

Compensation:  $75,000 plus yearly 6% discretionary bonus (non-exempt $36.06 per hour)
Department: Operations
Reports To: ERISA Governance Director

Job Type: Full-Time

Hours:  8:00am-5:00pm Monday-Friday

About Us:

HUB is a global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services.

About HUB Retirement & Private Wealth (RPW): 

We lead our communities with integrity, driven to make things better, both now and in the future. We serve, inspire, and thrive while maintaining an entrepreneurial spirit. We innovate, collaborate, and achieve success together, focused on the tomorrows for all.

Job Purpose:

The Plan Document Specialist is responsible for the preparation, review, and maintenance of retirement plan documents for ERISA-covered 401(k) and 403(b) plans, non-ERISA 403(b) plans (including church plans), 457(b) plans, and governmental plans. This role ensures compliance with IRS, DOL, and ERISA regulations through timely document restatements, amendments, SPD updates, and participant notices. The position supports the compliance team during annual testing and filing seasons.

We are the perfect fit if you:

Enjoy team collaborationThrive in a healthy company culture that recognizes successWant to learn and grow your current skill setAre seeking a progressive work environment at a rapidly growing organizationHave a desire to help others protect their futureHave an entrepreneurial spirit and are challenged by the opportunity to grow the business

Duties and responsibilities:

Draft, review, and maintain plan documents, adoption agreements, and amendments for 401(k), 403(b), 457(b), and governmental retirement plansPrepare and update Summary Plan Descriptions (SPDs) and Summary of Material Modifications (SMMs) in accordance with ERISA and DOL disclosure requirementsExecute required plan document restatements to reflect regulatory changes, legislative updates, and IRS guidance (e.g., SECURE Act, SECURE 2.0)Prepare and distribute participant notices, including safe harbor notices, QDIA notices, automatic enrollment notices, and fee disclosuresEnsure plan documents accurately reflect each plan sponsor's design elections and operational practicesReview plan amendments for consistency with IRS pre-approved and individually designed plan requirementsMaintain organized records of all plan documents, amendments, and restatement histories for audit and regulatory reviewMonitor regulatory and legislative changes affecting plan document language and compliance deadlinesSupport the compliance team during annual testing and Form 5500 filing seasons by providing plan document provisions and relevant plan termsCoordinate with internal teams, third-party administrators, and plan sponsors to resolve document discrepancies and answer plan provision questionsAssist with IRS and DOL corrections, including drafting amendments related to the Employee Plans Compliance Resolution System (EPCRS)Manage multiple plan document projects simultaneously while meeting strict regulatory deadlinesContribute to process improvements and standardization of document templates and workflows Update internal recordkeeping systems and plan administration software to reflect current plan design provisions Generate and distribute new hire enrollment packages with updated plan notices to plan sponsors

Required Qualifications

Proven experience drafting and maintaining retirement plan documents for 401(k), 403(b), 457(b), and/or governmental plansStrong working knowledge of ERISA, IRS, and DOL regulations as they relate to plan document complianceDirect experience with plan restatements, amendments, and SPD preparationFamiliarity with both ERISA-covered and non-ERISA plans, including church plansUnderstanding of legislative changes and their impact on plan documents (e.g., SECURE Act, SECURE 2.0, CARES Act)Experience with IRS pre-approved and individually designed plan documentsHigh attention to detail with the ability to interpret complex regulatory languageStrong organizational and time-management skills with the ability to manage multiple deadlinesProficiency with Microsoft Office (Word and Excel preferred)Clear written and verbal communication skills

Preferred Qualifications

3–5 years of experience in retirement plan document drafting or retirement plan administrationExperience working with a TPA, recordkeeper, benefits firm, or law firm specializing in employee benefitsFamiliarity with plan document software platforms (e.g., FT William, Relius, PenServ, or similar)

Skills and Knowledge: 

Regulatory complianceDeadline-driven reportingAnalytical problem-solvingClear written and verbal communicationConfidentiality and professionalism

Featured Benefits: 

$75,000 per year6% yearly discretionary bonusMedical insurance, Vision insurance, Dental insurance, 401(k) plus match, Company Paid STD, Life Insurance, & parental leaveMonday-Friday (8am-5pm)2 weeks of vacation, sick leave, personal days, and floating holiday’sHybrid schedule after successful training period

Travel:

No travel required

Department Account Management & Service

Required Experience: 2-5 years of relevant experience

Required Travel: No Travel Required

Required Education: Associate degree (2-year degree)

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

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