Onboarding Specialist

Seaga; Town of River Falls (WI); On-site; USD 52,000 - 65,000; Full time

Job summary

Seaga is seeking an Onboarding Specialist to manage onboarding and transfers for new and existing customers, owning account setup after a sale closes. The role combines meticulous data entry in internal systems with proactive customer communication and document handling.

You will create client records in NetSuite, configure billing terms for new stores, and ensure accurate banking and contract data while escalating delays to ensure a smooth handoff to Customer Success.

Qualifications

• Experience handling onboarding workflows and transferring accounts.
• Strong data-entry and accuracy in internal systems (NetSuite preferred).
• Effective communication with customers to coordinate onboarding steps.

Responsibilities

• Initiate onboarding and transfers for new accounts and operators.
• Coordinate with third-party vendors involved in onboarding.
• Create and update customer records in NetSuite.
• Enter and update customer banking information with confidentiality.
• Send contracts via DocuSign and track completion.
• Create client records in internal systems and set up new stores.
• Configure billing terms for each store and manage renewals.
• Review submitted documentation for completeness and accuracy.

Skills

Data entry

Customer communication

Attention to detail

Tools

NetSuite

DocuSign

HubSpot

Microsoft Office

Job description

The Onboarding Specialist manages a portfolio of active onboarding and transfer cases, owning account setup for new and existing customers after a sale is closed and proactively moving each case toward completion. The role is roughly half detail-oriented data entry across internal systems and half direct customer communication, and manages KYC initiation, account and billing creation, contract execution, new store and billing terms setup, and ongoing billing terms accuracy through renewals and periodic audits. As a first hire into this function, the role will also help clarify and refine the onboarding process itself as it takes on this work.

Key Responsibilities

Customer Onboarding & Transfers

• Initiate customer onboarding through third-party vendor platforms for new accounts and operator transfers.


• Coordinate directly with third-party technology vendors involved in onboarding a customer's account.


• Create new customer records in NetSuite.


• Enter and update customer banking information in NetSuite, handling all sensitive financial data with discretion and confidentiality.


• Send required contracts and documents via DocuSign and track completion.


• Create client records in internal systems.


• Set up all new stores and configure billing terms for each store.


• Review documentation submitted by customers and internal teams for completeness and accuracy, flagging gaps before handing the account to the CSM team for training.

Escalate onboarding delays, blockers, or compliance concerns to the Head of Customer Success and Sales as needed.

Billing Management

• Update billing terms during customer renewals.


• Conduct periodic bill terms audits, checking account inactivity status, store fee accuracy, and kiosk counts.


• Own billing research requests escalated from App Support when a customer questions billing or invoices.

Tools & Systems

• NetSuite – customer account and banking record creation


• DocuSign – contract execution and tracking


• HubSpot – CRM


• Microsoft Office Suite (Excel, Outlook, Word) – daily use