Payroll Onboarding Intake Coordinator(Temporary)

BambooHR•Utah | Hybrid, UT

11d•Hybrid

About The Position

The Payroll Onboarding Intake Coordinator is the first post-sale, client-facing contact for Payroll Onboarding. The role guides clients through submitting required onboarding information and documents accurately and on time, and holds them to a 7-business-day intake service-level agreement tied to first-pay-date eligibility. It focuses on readiness, completeness, and momentum rather than technical payroll setup, data entry, fraud checks, or in-depth payroll consulting. The coordinator initiates intake within 24 hours of assignment, explains requirements and deadlines, coaches clients on finding and uploading materials, and confirms submissions are complete and usable before handoff to downstream onboarding teams. The role monitors progress, communicates gaps and risks, maintains status records and handoff notes, and routes questions beyond the intake process to the appropriate owner. It also uses AI and internal tools to improve communication and organization, while validating AI outputs against documented requirements, and identifies recurring intake issues for potential process improvements. This is a temporary, fixed-term position scheduled to end February 28, 2027. Conversion to regular employment may be possible based on business needs but is not guaranteed. It is a Utah-based hybrid position requiring regular in-office days each week. Employment is contingent on passing background and credit checks.

Requirements

Demonstrated customer-facing experience by phone, video, email, or chat, with the ability to build trust quickly while maintaining timelines and expectations.
Strong organization and attention to detail, including the ability to validate document completeness and accuracy and manage multiple clients under tight deadlines.
Excellent written and verbal communication skills, including explaining requirements clearly and facilitating screen-share guidance.
Proven ability to manage deadline-driven work and drive client accountability through a structured, repeatable process.
Comfort learning and navigating multiple software tools and systems, such as CRM or ticketing systems, file portals, and internal dashboards, and documenting work clearly.
Ability to de-escalate and remain resilient with resistant or delayed clients while maintaining professionalism and scope boundaries.
High school diploma or equivalent required.
Employment is contingent on passing background and credit checks.

Nice To Haves

Associate’s degree, Bachelor’s degree, or equivalent experience.
Experience supporting payroll, HRIS, benefits administration, or time and attendance processes, including intake, documentation, or onboarding support.
Experience in SaaS onboarding, customer onboarding, or project coordination in a high-volume environment.
Familiarity with payroll-related forms and authorizations, such as POA/TPA documentation, and common client document workflows.

Responsibilities

Initiate client onboarding intake within 24 hours of assignment and explain next steps, timelines, and the 7-business-day intake SLA.
Guide clients on required onboarding data and documents, where to locate them, and how to upload them, including screen-share coaching as needed.
Collect onboarding inputs, including company and payroll demographics, job and employee data, benefits-related payroll inputs, time off, and applicable YTD/QTD data; confirm completeness before handoff.
Gather and validate signed documents and authorizations, including forms such as 8821, 8655, ACH Authorization, and Beneficial Owners Addendum, ensuring they are complete, legible, and properly executed.
Monitor intake progress daily, enforce the 7-business-day deadline, and proactively communicate gaps, risks, and due dates to keep first-pay-date eligibility on track.
Use AI to support customer communications, meeting summaries, intake organization, requirement explanations, and handoff notes, validating outputs against documented requirements.
Use internal tools, including a payroll-provider reporting database, to help clients understand what to provide and where to find it.
Maintain accurate status tracking and clear handoff notes for downstream teams, confirming readiness criteria before transition.
Answer questions about the intake process and expectations, and route deeper payroll, tax, or compliance questions to the appropriate downstream owner.
Identify recurring intake friction points and recommend improvements to templates, checklists, and enablement materials.