Client Onboarding Specialist - 58048990755

Position: Onboarding Specialist
Type of contract: Independent contractor
Working Hours: US business hours
Salary Range : $1.800 - $3.500 USD (To be defined depending on the experience)

About the company
Our client is a U.S.-based financial services and advisory company that helps small businesses, especially insurance agencies and youth sports organizations—manage and grow their finances.

About the role
The Administrative Onboarding Coordinator plays a critical role in supporting the company's onboarding experience by managing the behind-the-scenes execution that ensures every new client is set up accurately and efficiently.

This role is designed to be less client-facing and more operationally focused, partnering closely with the CX Manager to handle onboarding logistics, follow-ups, and coordination with internal teams and QX.

You will be responsible for keeping onboarding organized, on track, and moving forward—ensuring nothing falls through the cracks while enabling a smooth and professional experience for every new client.

Responsibilities:

• Manage the onboarding workflow for new clients from kickoff through handoff to Client Advisors
• Delight customers with expert guidance and support during our onboarding process
• Manage personal workload to deliver high quality work product on time
• Maintain accurate onboarding status updates in internal systems (HubSpot, TaxDome, etc.)
• Identify delays or blockers and proactively escalate to the CX Manager

• Schedule and coordinate onboarding meetings and follow-up calls
• Prepare agendas, notes, and action items for onboarding touchpoints
• Conduct follow-up meetings with clients to ensure progress, gather missing items, and reinforce next steps
• Ensure all post-meeting tasks are documented and completed

• Serve as a point of contact for basic onboarding-related questions and updates
• Send reminders, document requests, and status updates to clients
• Escalate complex or high-touch client needs to the CX Manager
• Maintain a professional, responsive, and organized communication cadence

• Manage document collection and ensure all required onboarding materials are received and organized
• Maintain onboarding checklists and SOP adherence across all clients
• Support voicemail triage and assist with inbound call routing as needed
• Assist in maintaining clean and accurate client records across systems
• Help improve onboarding workflows by identifying inefficiencies and suggesting process improvements

• Support the CX Manager in executing customer experience initiatives and internal projects when volume wanes
• Assist with tracking onboarding performance metrics and reporting
• Contribute to process documentation and standardization efforts

• This role is ideal for someone who:
• Thrives in a process-driven, detail-oriented environment
• Enjoys managing workflows, timelines, and checklists
• Is highly organized and proactive with follow-ups
• Communicates clearly and professionally
• Enjoys making first impacts for transitions but does not need to own client relationships

Requirements:

• 1–3 years of experience in an administrative, operations, or coordinator role
• An exemplary teammate who takes pride in their work, maintains a professional presence, and is willing to wear multiple hats
• Strong organizational and time management skills, with the ability to manage multiple workflows and meet deadlines
• High attention to detail and ability to keep systems, data, and processes clean and accurate
• Excellent communication skills (written and verbal) with a strong ability to build relationships
• Strong problem-solving skills with a systems-thinking mindset and ability to work independently
• Ability to follow structured processes while identifying opportunities for improvement
• Passion for customer onboarding or customer success, with a willingness to go the extra mile for clients
• Comfortable working across multiple systems and coordinating across teams
• Solid understanding of accounting principles and financial statements is a plus
• Experience in onboarding, customer operations, or accounting-related environments is a plus