Administrative Support Assistant

Location: Philippines

Work Arrangement: Work from home / Hybird

Work Hours: 7AM – 4PM PST, follows Philippine holidays

The Role:

Our Administrative Assistants support the team as they support small business owners who utilize our 401(k) plan administration services. A large part of the job is managing incoming requests from team members to have work completed. This position is responsible for uploading annual reports, publishing Form 5500 for filing, managing a queue of 1099-R requests and generating Form 5558 to request client filing extensions. Collaboration is required with team members across the department including Plan Administrators, Compliance Specialists, Account Representatives and Operations Team Supervisors.

Essential Functions:

The essential functions include, but are not limited to the following:

  • Enter client and participant information into vendor software for preparing IRS Form 1099-R

  • Prepare Annual Reports, Form 5558, Client Service Termination Letters, and Client Late Filing Notification Letters

  • Update annual filings by adding the extension or late filing to Form 5500 on filing portal

  • Publish original and updated forms to clients for filing

  • Send electronic communications containing sensitive data following proper security protocols

  • Utilize multiple computer programs and software

  • Maintain a secure environment to protect PII (Personal Identifiable Information)

Additional Functions:

  • Answer inbound calls received on general line and transfer to assigned team

  • Assign inbound email cases to appropriate teams and accounts

  • Contributing to department and team projects

  • Performs other duties as required

Qualifications:

  • Skills in customer service, organization, and collaboration

  • Meticulous attention to detail and proactive approach to problem solving

  • Experience in an office setting

  • Excellent grasp of all Microsoft 365 applications

  • Excellent verbal and written communication skills

  • Aptitude in data management, analytics, and reporting preparation

  • Ability to function in an autonomous environment—independent worker, self-directed

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