Administrative Onboarding Associate

Northwest Trustee & Management Services LLC•Lake Oswego, OR

About The Position

The Administrative Onboarding Associate provides administrative and operational support to the Onboarding Specialist throughout client onboarding. The role collects, organizes, tracks, and maintains client documentation and records, helping ensure required information is received, accurately recorded, appropriately routed, and followed through to completion. The Associate coordinates documentation related to client, legal, compliance, asset, tax, investment, and administrative requirements, supporting an organized onboarding experience for clients, attorneys, advisors, and internal teams. This hands-on role requires strong attention to detail, organization, persistence, and follow-through. The Associate works from detailed checklists, routinely follows up on outstanding information, maintains accurate records, and manages numerous tasks through completion. The position serves as a routine operational contact for onboarding documentation after introduction to the client relationship, while escalating questions, deficiencies, delays, concerns, and other non-routine matters to the Onboarding Specialist. Northwest Trustee & Management Services, LLC, established in 1989, provides fiduciary services in the Pacific Northwest. Its mission is to enrich lives, honor family legacies, build enduring relationships, and minimize family conflicts while adhering to high ethical standards, treating clients with respect and understanding, providing clear and timely advice and service, and honoring confidentiality.

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, with the ability to manage multiple priorities and outstanding items simultaneously.
Comfort working with 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.
Commitment to Northwest Trustee's core values of professionalism, compassion, integrity, and diligence.
Highly organized, detail-oriented, and accountable.
Proactive, curious, and committed to continuous improvement.
Collaborative and courteous manner when working with co-workers, clients, and vendors.
Adaptability and willingness to learn new systems, tools, and methods.

Nice To Haves

Associate’s degree or an 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 clear documentation requirements and lists of outstanding items; routinely follow up on missing, incomplete, inconsistent, or outdated information.
Review incoming documentation for completeness against established requirements and checklists, escalating questions or deficiencies as appropriate.
Track outstanding documents, responsible parties, due dates, exceptions, and next steps accurately.
Name, organize, store, and maintain access to documentation and supporting information within Northwest Trustee systems and Box.
Escalate unresolved documentation gaps, delays, or non-routine issues to the Onboarding Specialist.
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 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 for onboarding and for current and future teams.
Transfer, organize, and store documentation received outside designated systems in the appropriate client record.
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 onboarding.
Escalate client concerns, documentation deficiencies, unusual circumstances, delays, and other non-routine matters to the Onboarding Specialist.