Client Onboarding Documentation Coordinator

Northwest Trustee & Management Services; Lake Oswego (OR); On-site; USD 45,000 - 65,000; Full time

Job summary

Northwest Trustee & Management Services, LLC is seeking an Onboarding Associate to support the onboarding process for clients, attorneys, and advisors. The role focuses on collecting, organizing, and tracking client documentation, ensuring timely completion, and maintaining accurate records across WealthHub/Salesforce, Box, and related systems.

The successful candidate will work closely with the Onboarding Specialist, handling routine tasks with exceptional attention to detail, managing multiple

Qualifications

• 2+ years of customer service, administrative, operations, or related professional experience.
• Strong written and verbal communication with clients, attorneys, financial advisors, and internal team members.
• Exceptional attention to detail and a demonstrated commitment to accuracy and completeness.
• Strong organizational and task-management skills, with the ability to manage multiple priorities and outstanding items simultaneously.
• Comfortable working within CRM, workflow, document-management, and other business systems to maintain accurate records and documentation.
• Demonstrated ability to follow established processes, procedures, and detailed checklists while consistently following tasks through to completion.
• Self-motivated and persistent in following up on outstanding information and keeping assigned work moving forward.
• Ability to work independently on routine responsibilities while collaborating effectively across teams and managing competing deadlines.
• Sound judgement and the ability to recognize questions, concerns, or non-routine matters that should be escalated.
• Ability to maintain confidentiality and appropriately handle sensitive client and business information.

Responsibilities

• Documentation collection and tracking from clients, attorneys, financial advisors, and other external parties.
• Provide clear documentation requirements and outstanding-item lists, and conduct routine follow-up on missing, incomplete, inconsistent, or outdated information.
• Review incoming documentation for completeness against onboarding requirements and checklists, escalating questions or deficiencies as appropriate.
• Maintain accurate tracking of outstanding documents, responsible parties, due dates, exceptions, and next steps.
• Ensure documentation and supporting information are appropriately named, organized, stored, and accessible within Northwest Trustee systems and Box.
• Escalate unresolved documentation gaps, delays, or non-routine issues to the Onboarding Specialist.
• Serve as a routine operational contact for onboarding documentation once introduced to the client relationship.
• Communicate clearly with clients, attorneys, advisors, and internal teams regarding documentation requests, instructions, outstanding items, and submission requirements.
• Coordinate documentation requests with the Onboarding Specialist and internal teams to provide a consistent experience and minimize duplication of requests.
• Provide timely and professional follow-up on outstanding information to help keep onboarding activities moving forward.
• Maintain onboarding information in WealthHub/Salesforce, Box and other Northwest Trustee systems.
• Enter and verify client contact, account, and asset information needed to support the onboarding process.
• Ensure documentation received outside designated systems is transferred, organized, and stored within the appropriate client record.
• Prepare routine status updates identifying completed items, outstanding requirements, follow-up activity, and next steps.
• Monitor assigned onboarding tasks and follow through on routine action items to support timely completion.
• Escalate client concerns, documentation deficiencies, unusual circumstances, delays, and other non-routine matters to the Onboarding Specialist.

Skills

Customer service

Administrative skills

Attention to detail

Organizational skills

Education

Associate degree

Tools

Salesforce/WealthHub

Box

Microsoft Office

Job description

Northwest Trustee & Management Services, LLC is seeking an Onboarding Associate to support the onboarding process for clients, attorneys, and advisors. The role focuses on collecting, organizing, and tracking client documentation, ensuring timely completion, and maintaining accurate records across WealthHub/Salesforce, Box, and related systems.

The successful candidate will work closely with the Onboarding Specialist, handling routine tasks with exceptional attention to detail, managing multiple