Client Onboarding Documentation Coordinator

Northwest Trustee & Management Services; Spokane (WA); On-site; USD 48,000 - 62,000; Full time

Job summary

Northwest Trustee & Management Services is seeking an Onboarding Associate to support the Onboarding Specialist through the client onboarding process. You will gather, organize, and verify documentation, track items, and help ensure information is received and correctly filed.

In this role you’ll coordinate with clients, attorneys, advisors, and internal teams, following detailed checklists and maintaining accurate records in WealthHub, Box, and other systems.

Qualifications

• 2+ years of customer service, administrative, operations, or related professional experience.
• Strong written and verbal communication skills, with the ability to communicate professionally 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.

Responsibilities

• Collect and organize onboarding documentation from clients and external parties.
• Provide clear documentation requirements and outstanding-item lists, and conduct routine follow-up on missing information.
• Review incoming documentation for completeness against onboarding requirements and escalate questions or deficiencies.
• Maintain accurate tracking of outstanding documents, responsible parties, due dates, exceptions, and next steps.
• Ensure documentation is 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 routine operational contact for onboarding documentation; communicate requirements and submission instructions.
• Coordinate documentation requests with Onboarding Specialist and internal teams to provide a consistent experience.
• Provide timely and professional follow-up on outstanding information to keep onboarding activities moving forward.
• Maintain onboarding data in WealthHub/Salesforce and Box; transfer, organize, and store client records.

Skills

Customer service

Administrative

Operations

Communication

Organization

Attention to detail

CRM systems

Follow-through

Education

Associate degree

Tools

Salesforce

WealthHub

Box

Microsoft Office

Job description

Northwest Trustee & Management Services is seeking an Onboarding Associate to support the Onboarding Specialist through the client onboarding process. You will gather, organize, and verify documentation, track items, and help ensure information is received and correctly filed.

In this role you’ll coordinate with clients, attorneys, advisors, and internal teams, following detailed checklists and maintaining accurate records in WealthHub, Box, and other systems.