Client Onboarding Coordinator

Vintti is a forward-thinking staffing agency at the forefront of global talent solutions. We specialize in connecting US-based SMBs, startups, and firms with highly skilled professionals from Latin America. Our innovative approach breaks down geographical barriers, allowing businesses to tap into a rich pool of diverse talent while offering Latin American professionals access to exciting international career opportunities. Vintti builds bridges across continents, fostering cultural exchange and driving business growth through strategic staffing solutions.

A Client Onboarding Coordinator plays a pivotal role in ensuring a seamless transition for new clients into a company’s services or products. This role involves coordinating various aspects of the onboarding process, including communication, documentation, and initial training. The Coordinator serves as the primary point of contact for new clients, understanding their needs and addressing any initial concerns. By ensuring all onboarding activities are completed efficiently and accurately, the Coordinator helps to lay the foundation for a positive long-term relationship and client satisfaction.

- Bachelor’s degree in Business Administration, Management, or related field.
- Proven experience in client onboarding, customer service, or a similar role.
- Strong understanding of CRM systems and client management software.
- Excellent communication and interpersonal skills, both written and verbal.
- Exceptional organizational and multitasking abilities.
- Demonstrable problem-solving skills and resourcefulness.
- Attention to detail and accuracy in processing information.
- Ability to work collaboratively with cross-functional teams.
- Basic understanding of industry-specific regulations and compliance.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to manage multiple client onboarding processes simultaneously.
- Customer-focused mindset with a passion for delivering high-quality service.
- Strong time management and prioritization skills.
- Adept at gathering and analyzing client feedback.
- Previous experience in a fast-paced environment preferred.
- Willingness to continually learn and adapt to new processes and technologies.

- Review and process new client onboarding forms and documents.
- Coordinate with sales and account management teams to ensure seamless onboarding.
- Conduct welcome calls to new clients to gather necessary information and answer initial inquiries.
- Input client data into CRM systems and other relevant databases.
- Schedule and lead onboarding meetings with clients to walk them through the setup process.
- Provide clients with necessary resources and training materials.
- Troubleshoot any issues or concerns clients have during the onboarding process.
- Communicate regularly with clients to provide updates on their onboarding status.
- Collaborate with internal departments to address client-specific requirements.
- Track progress of each client onboarding and report on key metrics.
- Ensure compliance with company policies and industry regulations during the onboarding process.
- Identify opportunities for process improvements and propose solutions.
- Assist clients with setting up accounts, profiles, or software systems as needed.
- Monitor client feedback and relay information to the appropriate teams.
- Follow up with clients post-onboarding to ensure satisfaction and address any leftover issues.
- Maintain detailed and accurate records of client interactions and statuses.
- Prepare and send out welcome packets and onboarding materials.
- Ensure timely completion of all onboarding activities within established timelines.
- Participate in team meetings and training sessions to stay apprised of product updates and process changes.

The ideal candidate for the Client Onboarding Coordinator role will possess a Bachelor's degree in Business Administration, Management, or a related field, accompanied by proven experience in client onboarding, customer service, or a similar role. This individual will have a strong understanding of CRM systems and client management software, coupled with exceptional communication and interpersonal skills, both written and verbal. They will demonstrate excellent organizational and multitasking abilities, with the capability to manage multiple onboarding processes simultaneously. The perfect candidate is a proactive, analytical thinker who can troubleshoot and solve problems efficiently, while maintaining a detailed-oriented and accurate approach to processing information. They will be able to work collaboratively with cross-functional teams, ensuring compliance with industry regulations and company policies. The candidate will be customer-focused, exhibiting a friendly and approachable demeanor, patient and empathetic in addressing client concerns, and resilient under pressure. Additionally, they will show a high level of integrity, professionalism, and discretion in handling confidential information. With strong time management skills, a motivated work ethic, and adaptability to a fast-paced, dynamic environment, the ideal candidate will continuously seek improvement and embrace new processes and technologies. Their ability to gather and analyze client feedback will set them apart, as will their openness to feedback and dedication to delivering high-quality service.

- Review and process new client onboarding forms and documents.
- Coordinate with sales and account management teams to ensure seamless onboarding.
- Conduct welcome calls to new clients to gather necessary information and answer initial inquiries.
- Input client data into CRM systems and other relevant databases.
- Schedule and lead onboarding meetings with clients to walk them through the setup process.
- Provide clients with necessary resources and training materials.
- Troubleshoot any issues or concerns clients have during the onboarding process.
- Communicate regularly with clients to provide updates on their onboarding status.
- Collaborate with internal departments to address client-specific requirements.
- Track progress of each client onboarding and report on key metrics.
- Ensure compliance with company policies and industry regulations during the onboarding process.
- Identify opportunities for process improvements and propose solutions.
- Assist clients with setting up accounts, profiles, or software systems as needed.
- Monitor client feedback and relay information to the appropriate teams.
- Follow up with clients post-onboarding to ensure satisfaction and address any leftover issues.
- Maintain detailed and accurate records of client interactions and statuses.
- Prepare and send out welcome packets and onboarding materials.
- Ensure timely completion of all onboarding activities within established timelines.
- Participate in team meetings and training sessions to stay apprised of product updates and process changes.

- Strong communication skills with the ability to articulate clearly and confidently.
- Highly organized and able to manage multiple priorities and deadlines.
- Proactive mindset with a strong sense of initiative.
- Analytical thinker with the ability to troubleshoot and solve problems effectively.
- Adaptable and flexible in a fast-paced, dynamic environment.
- Friendly and approachable demeanor with a strong customer service orientation.
- Detail-oriented with a high level of accuracy in work.
- Team player who collaborates well with different departments.
- High level of integrity and professionalism.
- Ability to handle confidential information with discretion.
- Strong work ethic and motivated to achieve results.
- Patient and empathetic, especially in handling client concerns.
- Tech-savvy with a good grasp of CRM systems and other relevant technologies.
- Resilient under pressure and capable of maintaining composure.
- Open to feedback and continuous improvement.
- Strong listening skills to understand client needs and concerns.

- Competitive salary range of $50,000 - $70,000 annually
- Comprehensive health insurance (medical, dental, and vision)
- 401(k) with company matching
- Paid time off (vacation, sick leave, and holidays)
- Flexible work schedule with remote work options
- Professional development and training programs
- Career advancement opportunities
- Employee assistance program (EAP)
- Wellness programs and resources
- Company-sponsored events and team-building activities
- Tuition reimbursement for further education
- Commuter benefits or transportation assistance
- Employee discounts on company products and services
- Collaborative and inclusive work environment
- Recognition and rewards programs for outstanding performance