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Document Specialist


in Remote / The Woodlands TX

Logo for Definiti

Why work at Definiti? If you consider yourself a problem solver and appreciate working autonomously, a career at Definiti may be perfect for you. You’ll be able to directly contribute to the security and success of meaningful retirements for thousands while helping build a growing company. Most positions are fully remote, which provides work-life balance while working with, and for, your colleagues and clients. Definiti not only invests in the tools and retirement service technology to help you be successful in your role, but also supports your professional growth with training 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 Plan Document Specialist will ensure that all document compliance requirements are met for new and existing plans and that all Plan documents and notices are organized and accessible for clients and staff. This role requires the ability to effectively collaborate with Sales, Implementation, Defined Contribution, and Defined Benefit Administration Departments. The ideal candidate is proactive, with strong attention to detail, accuracy and completeness, wants to be part of a growing, collaborative team, and is motivated by a positive environment.

Primary Duties and Responsibilities

  • Maintaining document compliance for all new and existing clients of Definiti and its affiliates. This includes preparing amendments (required, discretionary and termination), notices and restatements as required by the client, the Department of Labor (DOL) and the Internal Revenue Service (IRS).
  • Mapping over new client documents from other Providers in takeover situations. This requires an understanding of, and ability to interpret, many different types of documents.
  • Assisting with acquisition projects as directed by the Director of Document Services to ensure a smooth transition for newly acquired companies.


Competencies Required

  • Ability to multitask while maintaining accuracy in data entry.
  • Ability to prioritize and manage workload and meet deadlines within a fast-paced, virtual environment.
  • Convey a professional, helpful, and positive attitude while interacting with internal Team members.
  • Excellent written and oral communication skills.
  • Ability to read, analyze, and interpret Plan documents.
  • Strong problem-solving skills.
  • Keep current on regulatory matters pertaining to retirement plans by attending training sessions and webinars on subject matter.

Education and Qualifications

  • High school diploma or GED required.
  • Bachelor’s degree in business administration, or other relevant discipline preferred.
  • 3-5 years of related retirement plan or Plan Document experience required.
  • Familiarity with, and proficiency in, ASC’s DGEM Document Software strongly preferred.
  • Familiarity with, and proficiency in, PensionPro Workflow System strongly preferred.
  • Proficient in Microsoft Office 365 (Teams, Word, Excel, SharePoint), DocuSign and Kofax.

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
  • Designate a quiet, and well-lit space with a fast internet connection for your workspace, free of as many distractions as possible·
  • Be online and available during designated business hours in local time zone
  • Accustomed to using Microsoft Teams or virtual-meeting applications to work with colleagues regularly on video and use the chat feature for quick communications
  • Accustomed to file-storage and file-sharing tools such as Microsoft SharePoint and Citrix ShareFile


Definiti has a dynamic, growth-focused culture, and we are committed to offering attractive employee-centric benefits, including:

  • A virtual-first work philosophy
  • 401(k) with up to 4% match
  • Generous paid time off starting with four weeks, in addition to 9 paid holidays and 2 paid floating holidays
  • 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

How to Apply

Apply Now

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