Intake Coordinator

Are you looking to accelerate your career without having to hide your authentic self - a place where you can be you? A career that's making a bigger impact on the world? At OneDigital, we are on a mission to help people do their best work and live their best lives. From the services we offer to the way we show up for each other each day, we are fueling dreams, achieving big goals, and embracing each other's truest selves.

We understand that pursuing a new job is a big deal. Maybe you're afraid you won't fit in. Well, here's the good news. For us, the days of "fit in to get in" are over and being different is not a barrier to getting ahead. Greatness comes in all shapes, sizes, colors, and experience levels. If you are looking for a people-first culture that is wired for growth, driven to serve, and totally committed to having your back, give us a shot. Your best life awaits.

Must be eligible to work in the United States without the need for work visa or residency sponsorship.

We kindly ask that external recruiters, agencies, and search firms do not contact our hiring managers or employees directly regarding open positions. All candidate submissions must go through our official application process and must be made aware to our internal Talent Acquisition team to verify candidate ownership.

Unsolicited resumes or candidate profiles sent to OneDigital without a prior signed agreement will be considered the property of OneDigital. In such cases, OneDigital reserves the right to pursue and hire those candidates without any financial obligation to the agency or recruiter.

Our Newest Opportunity:

Overview

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.

What You Will Do

Implementation Intake & Client Onboarding

• 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.

Client Documentation Management

• 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.

Tax & Banking Coordination

• 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.

Cross-Functional Support

• 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.

Distribution Backup & Business Continuity

• 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.

Who You Are

• 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.
• 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.

Success in This Role

• New deals are reviewed and transitioned efficiently with minimal delays.
• Required client documentation is collected accurately and on time.
• Sales-to-Implementation handoffs are seamless.
• Implementation timelines remain on track.
• Internal teams receive timely communication and support.
• Distribution operations remain uninterrupted during employee absences.

The ideal Customer Service Specialist for this position tends to perform in a consistent manner, demonstrate patience, develop specialized skills, objective thinker, have a desire to help others, and be a good listener. In addition, this profile pays attention to directives, standards, and details; they think analytically, work independently, are diplomatic with people, use subtle or indirect approaches to conflict; they check for accuracy and use systematic approaches to situations or activities. This profile is extremely curious and creative.

This position description is not intended to be all-inclusive, but to provide a general scope of the person and the position, outlining the primary responsibilities, reporting structure, and knowledge/strengths/abilities required to succeed. It is not a contract

OneDigital is an equal opportunity employer. Not only as a matter of standard, but to honor and celebrate our differences. We believe that the power of ONE starts with you. We are committed to cultivating and preserving a culture that celebrates diversity, insists on equity and inclusion, and connects us. Ensuring our people feel seen, valued, respected, and supported is fundamental to our core values and business goals.

OneDigital provides equal employment opportunities to all employees and applicants for employment regardless of their: veteran status, uniformed servicemember status, race, color, religion, sex, sexual orientation, gender identity, age (40 and over), pregnancy (including childbirth, lactation and related medical conditions), national origin or ancestry, citizenship or immigration status, physical or mental disability, genetic information (including testing and characteristics) or any other category protected by federal, state or local law (collectively, "protected characteristics"). A copy of the Federal EEO poster is linked here.

Pursuant to local Fair Chance Ordinances, we will consider qualified applications with arrest or conviction records for employment. For applicable candidates, the following ordinances are linked here to inform you of your rights as an applicant:

City and County of San Francisco

City of Los Angeles

County of Los Angeles

Employment decisions shall comply with all other applicable federal, state and city/county laws prohibiting discrimination in employment. OneDigital complies with all criminal history inquiry [or 'ban the box'] laws in California, Connecticut, Colorado, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, New Jersey, New Mexico, Oregon, Rhode Island, Vermont and Washington.

In short, we believe in hiring the most qualified applicant for the position, regardless of background.

This posting will remain live while OneDigital is actively accepting applications. Once candidates have been selected, the posting will be removed.

OneDigital understands the immense responsibility and opportunities provided by Artificial Intelligence. We utilize advanced Artificial Intelligence [AI] technologies to enhance our recruitment process. This includes using AI to filter candidates based on their qualifications and to rediscover potential candidates from our existing applicant pool. Our AI systems help us efficiently identify the best fit for our open positions, ensuring a streamlined and effective hiring experience. However, AI does not replace the humans in our process. If you have concerns about our use of AI, you may opt out where laws allow.

If you have questions about our hiring policies and practices, we would be happy to discuss upon receiving your application. We hope to welcome you to OneDigital and look forward to hearing from you.

Thank you for your interest in joining the OneDigital team!