Client Onboarding Specialist

About the Role

Treatspace, Inc. is seeking a customer-focused and design-savvy Onboarding Coordinator to join our PracticeBeat.com product line team. You will be the primary guide for new customers as they launch with PracticeBeat, combining project management with hands-on website implementation support. Your mission is to work with our implementation team to ensure each customer’s site is beautifully designed, fully functional, and ready for long-term success before transitioning them to our Customer Success team.

In this role you’ll use AI-assisted tooling to move projects faster and catch issues earlier, orchestrating work across our content, SEO, and design teams rather than producing that work yourself. You’ll operate and help refine AI-powered implementation workflows (like our nightly Implementation Daily Brief), always keeping human judgment over what ships to clients.

This is also a role we expect to evolve. As we scale and lean further into AI, we’re looking for someone who wants to help reimagine how onboarding works, not just run the current process but question what’s worth doing, what can be automated, and where a human touch matters most (especially for our higher-touch implementations). We want a partner in transforming the business, comfortable with the role changing meaningfully over the next year and excited to shape that change with us.

This role is ideal for someone who has worked in a digital agency or marketing services environment, understands customer expectations for polished web projects, and enjoys collaborating with both technical and creative teams.

Key Responsibilities

• Website Onboarding & Launch – Lead customers through the full onboarding process, from initial welcome to a live, professional PracticeBeat site. Use AI-assisted workflows to accelerate site setup and flag gaps early.
• Training & Enablement – Conduct live and recorded training sessions, and share best practices on using the PracticeBeat platform, including appointment requests, reputation management, the website editor, and more.
• Project Management – Track onboarding milestones, manage timelines, and set clear expectations with customers and internal teams (SEO, content, design, and product). Lean on AI-augmented tracking (the nightly Implementation Daily Brief and Monday.com automations) to stay ahead of milestones, owning the human approval gate on AI-proposed actions
• Customer Advocacy – Serve as a trusted advisor, anticipating challenges and providing proactive solutions for a smooth site launch
• Web Design Implementation – Assist customers with configuring and styling their PracticeBeat website. Make light HTML/CSS edits, using AI-assisted generation and troubleshooting where useful and validating AI output rather than hand-coding everything, or coordinate with other PracticeBeat team members to achieve the desired look and feel.
• AI-Driven Transformation – Treat your own workflow as something to redesign, not just execute. Continuously look for steps that can be automated, eliminated, or rebuilt with AI; help shape how the onboarding role and process evolve as we scale, while protecting the human touch where it matters most for our clients.
• Handoff to Customer Success – Confirm each customer is fully onboarded, their website is live and optimized, and provide a seamless transition to the Customer Success team for ongoing support.
• Process Improvement – Gather customer feedback to continuously refine our implementation and onboarding processes, and identify repeatable onboarding steps that can be turned into AI agents or SOPs.

Qualifications

• Experience: 1–3+ years experience with web projects, digital project management, or client implementation, with an agency or SaaS environment preferred.
• Technical Skills: Familiarity with website builders or CMS platforms (e.g., WordPress, Webflow, Squarespace) and basic HTML/CSS for light front-end adjustments. Comfort with AI tools (LLM chat interfaces, prompt writing) for design/technical tasks and project coordination.
• AI Fluency – Demonstrated use of AI tools to improve the speed and quality of work; able to critically evaluate AI output rather than accept it uncritically.
• Builder’s Mindset – Comfortable with ambiguity and a fast-changing role. Naturally questions the status quo, wants to reshape how work gets done, and is energized by helping transform the business rather than waiting to be told what to do.
• Design Sense: An eye for clean, modern, user-friendly website layouts and typography.
• Communication: Excellent written and verbal communication; confident presenting to customers and training end users.
• Organization: Strong project management skills with the ability to balance multiple customer projects and meet deadlines.
• Collaboration: Comfort working cross-functionally with Sales, Product, SEO, Content, and Customer Success teams; coordinates content needs with the content team using shared tools and briefs to keep everyone aligned.
• Customer-First Attitude: Passionate about delivering outstanding client experiences: empathetic, proactive, and always focused on helping customers succeed, using AI to enhance rather than replace the human relationship

What We Offer

• Competitive salary and opportunities for advancement
• 100% Employer-paid Medical, Dental, and Vision insurance coverage
• Health Reimbursement Account (HRA) for additional healthcare expenses
• 100% Employer-paid Disability Insurance (Short Term and Long Term coverage)
• 100% Employer-paid Life and AD&D Insurance
• 401(k) Retirement Plan
• Flexible PTO policy and company holidays
• Dog friendly office located in Pittsburgh’s Shadyside neighborhood (this is an in-office position)

About PracticeBeat

As part of the Treatspace, Inc. product line, PracticeBeat is a comprehensive patient acquisition and practice growth platform that transforms how medical practices connect with patients online. Born from award-winning innovation at Carnegie Mellon University, we've evolved from HIPAA-compliant referral management software to a complete digital growth solution that helps practices increase patient volume, streamline operations, and improve online presence.

Our platform delivers previously enterprise-only tools to practices of all sizes through a single, cost-effective solution that includes high-performance websites, SEO optimization, automated patient acquisition, online scheduling, reputation management, and comprehensive analytics. We've helped practices generate over 200+ monthly appointments and achieve dramatic increases in online reviews and patient engagement.