The Client Onboarding Analyst – New Plans supports the onboarding of newly sold 401(k) plans onto Ubiquity's recordkeeping platform. Reporting to the New Plan Team Lead, you manage a pipeline of new plan cases from contract through go-live and serve as the main contact for plan sponsors, financial advisors, and Third Party Administrators along the way. Complex issues and cross-functional blockers are routed through the Team Lead.

CORE RESPONSIBILITIES

Plan Setup & Documents

• Manage an assigned pipeline of new plan cases from contract to go-live, tracking milestones and SLAs in Salesforce and flagging at-risk cases early.
• Review plan design elections, resolve gaps or inconsistencies, and draft plan documents that comply with ERISA, IRS, and DOL requirements.
• Set up trust accounts and confirm investment elections match the plan document and client instructions.
• Keep case records and notes current in Salesforce and the recordkeeping system.

Payroll Integration

• Work with sponsors to configure contribution data, census information, and payroll schedules before the first payroll.
• Guide sponsors through connecting their payroll system, including steps and timelines.
• Monitor first payroll submissions after go-live, troubleshoot discrepancies, and escalate anything you can't resolve.
• Document each case's payroll setup and any integration issues.

Client & Advisor Communication

• Lead kickoff calls to set expectations, review the timeline, and confirm who owes what.
• Give sponsors, advisors, and TPAs proactive, milestone-based updates.
• Teach sponsors the platform (portal, contributions, enrollment, reporting) so they can manage their plan independently at go-live.
• Follow up on documents, signatures, and elections to keep time to first contribution short.

Compliance & Quality

• Complete setup work in line with ERISA, IRS, and DOL rules, including required notices, contribution limits, and eligibility.
• Review your own work for accuracy and fix errors before go-live.
• Stay current on regulatory changes, including SECURE Act provisions.
• Follow all Ubiquity security policies.

Collaboration & Escalation

• Coordinate with internal teams on routine tasks within your authority; send complex questions, blockers, and anything needing leadership judgment to the Team Lead.
• Partner with Sales and Client Experience for a smooth handoff from the point of sale.
• Surface recurring issues and process gaps to the Team Lead, and help teammates during high-volume periods.

SKILLS & EXPERIENCE

Core

• Strong attention to detail, with the ability to manage a high-volume pipeline accurately and meet SLAs
• Excellent written and verbal communication, with a client-focused approach
• Sound judgment; works independently and collaboratively and escalates appropriately
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Bachelor's degree or equivalent combination of education and experience

Preferred

• 401(k) industry experience, ideally in new plan setup, implementation, plan documents, or plan design
• Working knowledge of plan design and administration (Safe Harbor, traditional 401(k), Profit Sharing), ERISA, and IRS limits
• Client-facing onboarding experience with plan sponsors and advisors
• Fintech or SaaS experience, including API-based integrations or cloud recordkeeping platforms
• Familiarity with payroll integrations, contribution files, and census data
• Salesforce and Asana; recordkeeping, plan document, compliance testing, or Form 5500 platforms (e.g., FT Williams, ASC) a plus
• QKA designation, or pursuit of ASPPA or NIPA credentials, a plus