Onboarding & Documentation Specialist

Northwest Trustee & Management Services; Seattle (WA); On-site; USD 52,000 - 64,000; Full time

Job summary

Northwest Trustee & Management Services in Seattle is seeking an Onboarding Associate to support the Onboarding Specialist by coordinating documentation, tracking records, and ensuring timely completion of onboarding tasks for clients, attorneys, and advisors.

You will work hands-on with checklists, maintain accurate records in WealthHub, Salesforce, Box, and internal systems, and communicate clearly to gather missing information while escalating issues as needed.

Qualifications

• 2+ years of customer service, administrative, operations, or related professional experience.
• Strong written and verbal communication, with the ability to interact professionally with clients, attorneys, advisors, and internal teams.
• 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.
• Comfortable working within CRM, workflow, document-management, and other business systems to maintain accurate records.
• Demonstrated ability to follow established processes, procedures, and detailed checklists while completing tasks.
• Self-motivated and persistent in following up on outstanding information.

Responsibilities

• Documentation collection & tracking: Collect and organize onboarding docs from clients, attorneys, and external parties.
• Provide clear documentation requirements and outstanding-item lists, and follow up on missing information.
• Review incoming docs for completeness against onboarding requirements and checklists.
• Maintain accurate tracking of outstanding documents, responsible parties, due dates, and next steps.
• Ensure docs are named, organized, and stored within Northwest Trustee systems and Box.
• Escalate unresolved documentation gaps to the Onboarding Specialist.

Skills

Customer service

Administrative experience

Attention to detail

Organizational skills

Communication skills

CRM systems

Follow-up

Education

Associate’s degree

Tools

Salesforce/WealthHub

Box

Microsoft Office

Job description

Northwest Trustee & Management Services in Seattle is seeking an Onboarding Associate to support the Onboarding Specialist by coordinating documentation, tracking records, and ensuring timely completion of onboarding tasks for clients, attorneys, and advisors.

You will work hands-on with checklists, maintain accurate records in WealthHub, Salesforce, Box, and internal systems, and communicate clearly to gather missing information while escalating issues as needed.