Project Assistant

About Us  

Helpware is a technology-driven company with offices in the USA, Ukraine, Mexico, and the Philippines which provides Customer Experience & Operational Support for modern companies. Our team of professionals is driven by the purpose of providing best-in-class value-adding services to our partners by leveraging our empowered teams, innovative solutions, and technologies. 

Position Summary:  

The Project Assistant is responsible for supporting project-related tasks and ensuring accurate and timely completion of assignments across various client and internal initiatives. The role involves assisting with compliance processes, data analysis, system testing, and documentation while collaborating with team members to deliver quality results. This position requires attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced environment. 

Responsibilities  

• Assist in the completion of certain project tasks including but not limited to:

• Process annual force-out distributions.

• Calculate eligibility for certain plans to determine newly eligible plan participants.

• Compile annual participant notices 

• Assist in the implementation and test of new systems and softwares.

• Assist with special client projects or corrections.

• Monitor loans and loan defaults.

• Calculate and update vesting. 

• Complete system audits for accuracy and completion. 

• Gather, sort, and analyze data needed for assigned project tasks including assessing record-keeping portals and other systems to generate reports needed.

• Communicate with internal and external parties to gather information as needed.

• Create appropriate documentation for assigned tasks.

• File documents electronically based on established criteria.

• Execute electronic notice delivery for applicable projects.

• Coordinate mailings with external mailing partner to distribute applicable notices for certain projects.

• Upload data to recordkeepers and other systems in order to update records as needed.

• Collaborate with team members to ensure workload is managed efficiently.

• Follow-up with appropriate parties on outstanding paperwork or outstanding items.

• Maintain accurate records of all assignments.

• Communicate regularly with Project Manager to ensure project tasks are on track for overall project success.

• Complete thorough quality control reviews of work.

• Protect and secure all confidential data held by the client to prevent unauthorised access, improper transmission, and/or unapproved disclosure of information that could result in harm to the company or our plan sponsors, participants, advisors, and vendors.

• Use designated software and tools to complete all assigned tasks. This includes but is not limited to Verify, FT William, Pension Pro, and Card File.

• Perform other duties as required. 

Qualifications  

• Strong analytical, organizational, and problem-solving skills. 

• High attention to detail with commitment to accuracy. 

• Ability to manage multiple projects and meet deadlines. 

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with Verify, FT William, Pension Pro, and Card File is a plus. 

• Strong written and verbal communication skills. 

• Ability to work independently as well as collaboratively within a team. 

• Commitment to maintaining confidentiality and data security.