Intake Coordinator

OneDigital•Beverly, MA

50d•Onsite

About The Position

The Implementation Intake Coordinator serves as the primary administrative and operational link between Sales, Implementation, Tax, and Operations during the onboarding of new clients. This role is responsible for reviewing newly sold business, ensuring complete and accurate documentation, coordinating internal handoffs, and supporting a smooth transition from sales to implementation. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining exceptional communication with both internal teams and clients. In addition to implementation responsibilities, this position will be cross-trained on MP’s distribution processes and will serve as a backup resource for payroll distribution activities in the Beverly office during planned absences, vacations, or other business continuity situations. This is a 100% in-office position located in Beverly, Massachusetts.

Requirements

Exceptional organizational and time-management skills.
Strong attention to detail with the ability to manage multiple projects simultaneously.
Excellent verbal and written communication skills.
Ability to work effectively across departments and build strong internal relationships.
Proficiency with Microsoft Office Suite, Salesforce, and business software applications.
Comfortable working in a fast-paced environment with changing priorities.
Ability to maintain confidentiality and handle sensitive client information.
Willingness to be cross-trained on payroll distribution processes and to support operational continuity efforts when required.

Nice To Haves

Associate’s or Bachelor’s degree preferred; equivalent work experience will be considered.
2+ years of experience in client onboarding, implementation coordination, project coordination, payroll, HR, banking, or administrative operations preferred.

Responsibilities

Review all newly sold business to ensure contracts, pricing, approvals, and required documentation are complete prior to implementation kickoff.
Serve as the primary liaison between Sales and Implementation during the client transition process.
Coordinate and facilitate new client handoff meetings.
Monitor intake workflows and escalate issues that may delay implementation timelines.
Maintain accurate implementation records within Salesforce and other internal systems.
Partner with implementation consultants to ensure clients are properly prepared for onboarding activities.
Work directly with clients to obtain outstanding payroll, tax, banking, and employee-related documentation required for implementation.
Follow up proactively on missing information to keep implementations on schedule.
Review submitted documentation for completeness and accuracy.
Maintain implementation checklists and onboarding documentation throughout the client setup process.
Partner with the Tax Department to obtain federal, state, and local tax registration documents.
Coordinate collection of ACH authorization forms, banking information, and tax filing authorizations.
Track outstanding tax and banking requirements and ensure timely completion.
Assist with administrative tasks related to client tax account setup and maintenance.
Build strong working relationships across Sales, Implementation, Tax, Service, and Operations teams.
Communicate implementation status updates and outstanding action items to internal stakeholders.
Assist with special projects, process improvement initiatives, and departmental administrative tasks as assigned.
Support continuous improvement efforts designed to enhance the client onboarding experience.
Complete training on MP’s payroll distribution processes, systems, and procedures.
Serve as a backup resource for payroll distribution activities in the Beverly office when primary staff are unavailable.
Assist with printing, packaging, shipping, and distribution of payroll materials as needed.
Support business continuity efforts to ensure uninterrupted client service during staffing absences or emergencies.