Administrative Onboarding Associate

Northwest Trustee & Management Services LLC • Spokane, WA

7d

About The Position

The Onboarding Associate provides administrative and operational support to the Onboarding Specialist throughout the client onboarding process. The role collects, organizes, tracks, and maintains client documentation and records, ensuring required information is received, accurately recorded, routed appropriately, and followed through to completion.

Working closely with the Onboarding Specialist, the Associate coordinates documentation related to client, legal, compliance, asset, tax, investment, and administrative requirements. The role supports operational coordination and helps create an organized onboarding experience for clients, attorneys, advisors, and internal teams. It requires exceptional attention to detail, organization, persistence, and follow-through, including working from checklists, following up on outstanding information, maintaining accurate records, and managing tasks through completion.

Requirements

• At least 2 years of customer service, administrative, operations, or related professional experience.
• Strong written and verbal communication skills, including 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, including the ability to manage multiple priorities and outstanding items simultaneously.
• Comfort using CRM, workflow, document-management, and other business systems to maintain accurate records and documentation.
• Ability to follow established processes, procedures, and detailed checklists and consistently follow tasks through to completion.
• Self-motivation and persistence in following up on outstanding information and keeping assigned work moving forward.
• Ability to work independently on routine responsibilities, collaborate effectively across teams, and manage competing deadlines.
• Sound judgment and 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.

Nice To Haves

• Associate’s degree or equivalent combination of education and relevant experience.
• Previous experience in trust and estate services, financial services, banking, legal services, wealth management, compliance, or estate administration.
• Experience using Salesforce/WealthHub, Box, Microsoft Office, or similar CRM, document-management, and business productivity systems.

Responsibilities

• Collect and organize required onboarding documentation from clients, attorneys, financial advisors, and other external parties.
• Provide documentation requirements and outstanding-item lists, and routinely follow up on missing, incomplete, inconsistent, or outdated information.
• Review incoming documentation for completeness against onboarding requirements and checklists, escalating questions or deficiencies to the Onboarding Specialist as appropriate.
• Track outstanding documents, responsible parties, due dates, exceptions, and next steps accurately.
• Name, organize, store, and maintain documentation and supporting information in 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 after introduction to the client relationship.
• Communicate professionally with clients, attorneys, advisors, and other parties about documentation requests, instructions, outstanding items, and submission requirements.
• Coordinate documentation requests with the Onboarding Specialist and internal teams to support a consistent experience and avoid unnecessary or duplicative requests.
• Follow up promptly and professionally on outstanding information to keep onboarding activities moving forward.
• Maintain accurate onboarding information, documentation, tasks, and status updates in WealthHub/Salesforce, Box, and other Northwest Trustee systems.
• Enter and verify client contact, account, and asset information needed to support onboarding and current or future teams.
• Transfer documentation received outside designated systems into the appropriate client record, organized and stored appropriately.
• Prepare routine status updates for the Onboarding Specialist covering completed items, outstanding requirements, follow-up activity, and next steps.
• Monitor assigned onboarding tasks and complete routine action items to support timely completion.
• Escalate client concerns, documentation deficiencies, unusual circumstances, delays, and other non-routine matters to the Onboarding Specialist.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed