Operations Specialist – Retirements

Job description

WHO WE ARE Apex Fintech Solutions (Apex) powers innovation and the future of digital wealth management by building tech-forward solutions that help simplify, automate, and facilitate access to financial markets for all. Our robust suite of fintech software enables us to support clients such as Stash, Betterment, SoFi, Webull, and eToro, amongst many others; collectively, Apex powers access to the stock market for over 22+ million end customers. At Apex, we are changing how the securities industry operates by reinventing the status quo, which was manual, slow, and accessible only by the ultra-wealthy. We're digitizing and democratizing systems so that everyone has an opportunity to invest. When you're at Apex, you drive this change. You're part of a global team with a clear vision: to be the trusted technology that powers the digital economy. Our offices in Austin, Dallas, Chicago, New York, Portland, Belfast, and Manila are home to over 1,000 employees. Together, we’re shaping the future of financial innovation. Embrace change. Solve big. Win together. And be G.R.E.A.T. — grit, results, empathy, accountability, and teamwork — with Apex. We’re proud to be recognized for the innovative work we do, the purpose-driven nature of our work, and the collaborative culture we’ve created. Here are just a few of the many awards we’ve recently received: Best Places to Work 2026, 2025, 2024, 2023 - Presented by BuiltIn WealthTech of the Year 2025 - Presented by US FinTech Awards The World’s Top 250 Fintech Companies 2024 - Presented by CNBC ABOUT THIS ROLE Excited to grow your career? We value our talented employees, and whenever possible strive to help one of our associates grow professionally before recruiting new talent to our open positions. If you think the open position you see is right for you, we encourage you to apply! Our people make all the difference in our success. Apex is seeking a highly motivated Operations Analyst to support our Retirements team. This role is integral in managing the full lifecycle of retirement account operations, from contributions and distributions to tax reporting and regulatory compliance, for our introducing broker-dealers. The ideal candidate will have experience in retirement plan administration or brokerage operations, a strong understanding of IRS rules governing retirement accounts, and the ability to apply creative solutions to operational challenges. Key Responsibilities Retirement Account Operations: Process and monitor IRA contributions, Roth conversions, rollovers, Required Minimum Distributions (RMDs), and retirement plan distributions across all retirement product types including Traditional, Roth, SEP, and SIMPLE IRAs, 401(k), 403(b), pension, annuity, and HSA/ESA accounts. Ensure all transactions comply with IRS contribution limits, distribution rules, and eligibility requirements. Tax Reporting & IRS Filing: Support the preparation, review, and filing of year-end tax forms including Form 1099-R (Distributions) and Form 5498 (IRA Contributions). Identify and resolve reporting discrepancies, process corrections, and ensure timely and accurate IRS submission through FIRE/IRIS filing systems. Account Maintenance & Compliance: Manage beneficiary designation updates, excess contribution corrections, recharacterizations, and account restriction monitoring. Ensure all retirement account activities adhere to IRC, ERISA, and FINRA/SEC requirements. Customer Support: Handle a wide range of customer inquiries and requests related to retirement accounts through email and phone, providing timely and accurate information on contribution limits, distribution options, tax implications, and beneficiary rules to enhance client satisfaction. Knowledge Expansion: Continuously acquire and update knowledge of IRS regulations (Internal Revenue Code), ERISA requirements, and FINRA/SEC guidelines as they apply to retirement account operations, ensuring strict compliance and operational integrity. Process Improvement: Actively participate in initiatives to improve procedures by reducing risks and enhancing operational efficiencies. Provide recommendations and insights that may influence the strategic direction of retirement services operations. Education and Experience Bachelor's Degree in Finance, Economics, Business Administration, Accounting, or a related field. Proven track record in retirement plan administration, brokerage operations, or financial services operations is essential. Obtain a passing score on the Securities Industry Essentials® (SIE®) Exam within your first 90 days and FINRA Series 99 within the year. Preferred Qualifications Experience: Minimum of 2 years in retirement account operations, brokerage operations, or financial services operations preferred. Technical Skills: Proficiency in Microsoft Office, particularly Excel. Knowledge of SQL and data organization and Claude AI is highly desirable. Experience with tax reporting systems (FIRE/IRIS) is a plus. Regulatory Knowledge: Familiarity with IRS rules governing retirement accounts (contribution limits, RMD calculations, Roth conversion rules, early distribution penalties), ERISA compliance requirements, and FINRA/SEC guidelines affecting brokerage operations. Work Environment Analytical Skills: Ability to think critically and utilize advanced problem-solving skills to address and resolve issues promptly, particularly around tax reporting accuracy and regulatory compliance. Communication: Excellent verbal and written communication skills, capable of explaining complex retirement account rules to clients and engaging effectively with various stakeholders. Independence: Self-motivated with the ability to operate independently while also being a cooperative and constructive team player. Detail-Oriented: Exceptional attention to detail and precision in executing tasks and projects, particularly in tax form preparation and IRS filing. Adaptability: Quick learner with the ability to adapt to new challenges and regulatory changes within a dynamic environment, including annual IRS contribution limit updates and evolving SECURE Act provisions. Must be prepared to learn and become proficient across multiple internal systems, platforms, and tools used in daily operations. ​ Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Our Rewards We offer a robust package of employee perks and benefits, including a market-leading salary with an annual bonus, 28 days of annual leave plus 10 Northern Ireland national holidays, a training and development budget, and a pension matched up to 7%. Our benefits also cover private health insurance for medical, dental, and optical care, and life insurance. We emphasize work-life balance with flexible working hours, parental leave, a modern city center office, and a hybrid work schedule that allows for greater flexibility by partially working from home. Additional perks include monthly catered lunches, unlimited drinks and snacks, hackathon events, poker tournaments, and a charitable matching gift program. EEO Statement Apex Fintech Solutions is an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, marital status, or any other protected characteristic. Our hiring practices ensure that all qualified applicants receive fair consideration without regard to these characteristics. Disability Statement Apex Fintech Solutions is committed to creating an inclusive and accessible workplace for all candidates, including those with disabilities. We are dedicated to ensuring equal employment opportunities and providing reasonable accommodations to qualified individuals with disabilities. If you require reasonable accommodations to participate in the application or interview process, please submit your request via the Candidate Accommodation Requests Form . We will work with you to provide the necessary accommodations to ensure your full participation in our hiring process.