Administrative Onboarding Associate

Northwest Trustee & Management Services LLC • Boise, ID

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, helping ensure 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 is a routine operational contact for onboarding documentation after introduction to the client relationship and helps coordinate with clients, attorneys, advisors, external parties, and internal teams.

This hands-on position requires exceptional attention to detail, organization, persistence, and follow-through. The successful candidate works from detailed checklists, follows up regularly on outstanding information, maintains accurate records, and manages many small but important tasks through completion. The Associate maintains records and workflow information in Northwest Trustee systems, including WealthHub/Salesforce and Box, and escalates non-routine issues to the Onboarding Specialist.

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 in 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 with co-workers, clients, and vendors.
• Adaptability and willingness to learn new systems, tools, and methods.

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 clear documentation requirements and lists of outstanding items, and follow up routinely on missing, incomplete, inconsistent, or outdated information.
• Review incoming documentation for completeness against established 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 so it is accessible 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 minimize unnecessary or duplicative requests.
• Follow up in a timely and professional manner on outstanding information to keep onboarding activities moving forward.
• Maintain 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 and future teams.
• Transfer documentation received outside designated systems into the appropriate client record, organizing and storing it appropriately.
• Prepare routine status updates for the Onboarding Specialist identifying 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