Client Onboarding Specialist

About 100 Degrees Consulting

At 100 Degrees Consulting, we help nonprofit organizations analyze, translate, and transform financial information and processes to more effectively utilize limited resources and make a more powerful impact on the people and communities they serve.

We show up for our clients with deep expertise, genuine care for their mission, and a dependable, approachable style that builds lasting trust. Our values - excellence, kindness, curiosity, and grit - guide everything we do.

We’re a fast-paced, high-performing team that thrives on collaboration and purpose-driven work, and we’re excited to welcome a Client Onboarding Specialist who shares our values and energy.

Job Summary:

We are seeking a detail-oriented Client Onboarding Specialist to be the friendly, capable bridge between new client acquisition and ongoing service delivery. You’ll ensure a smooth, thoughtful, and well-organized start for our nonprofit clients, setting them up for long-term success with our financial services.

In this role, you’ll lead all aspects of onboarding - data collection, systems setup, internal coordination, while also overseeing key operational functions like access management, invoicing oversight, and administrative support. You’ll work closely with clients and internal teams to ensure every step of their journey with us feels seamless, supported, and aligned with their goals.

The ideal candidate is highly organized, comfortable juggling multiple priorities, and thrives in a collaborative, fast-paced, client-facing environment. You’ll bring a mix of project management skills, nonprofit financial knowledge, and a genuine passion for building strong client relationships from day one.

Client Onboarding Specialist Key Responsibilities:

Client Assessment

• Conduct comprehensive organizational assessments including financial systems, processes, and internal controls evaluation
• Review and analyze historical financial data to identify cleanup requirements and process improvement opportunities
• Assess compliance requirements including grant restrictions, audit obligations, and regulatory reporting needs
• Evaluate existing technology stack and identify integration requirements for seamless service delivery

Financial Framework Design and Implementation

• Review, optimize, and standardize chart of accounts to align with nonprofit best practices and client-specific needs
• Develop customized financial reporting templates and dashboard frameworks
• Establish budget structures and approval processes tailored to organizational governance
• Design internal controls and segregation of duties recommendations

Process Development and Documentation

• Create comprehensive workflow documentation for each assigned service area
• Establish communication protocols, meeting cadences, and reporting schedules
• Implement file sharing, security protocols, and access management systems

Training and Knowledge Transfer

• Design and deliver training programs for client staff on new processes, systems, and reporting requirements
• Provide hands-on support during initial implementation period with regular check-ins and process adjustments
• Execute formal transition from onboarding to ongoing service delivery teams

Client Access and Account Management

• Set up initial client access to all relevant systems and platforms
• Resolve ongoing login issues, password resets, and technical access issues
• Add new team members to client accounts and remove departing staff as needed
• Maintain user permissions and access levels across firm-owned client systems (e.g. bill.com, ADP, Gusto)

Invoicing and Billing Oversight

• Conduct weekly and monthly reviews of client invoicing to ensure accuracy and compliance with service agreements
• Identify and escalate any discrepancies to the Director of Client Services

Marketing and Communication Support

• Monitor and respond to website contact form inquiries in a timely manner
• Oversee client subscriptions to company email marketing lists
• Coordinate with Director of Client Services on client-related content and communications (e.g. annual client satisfaction survey)
• Research relevant job openings on Idealist, submit applications, and record activity in database

Operational Client Support

• Onboarding: Prepare client folders, templates, welcome gifts, and website updates
• Client Updates: File new agreements, update SOWs, and ensure all internal databases, systems, and files include the most up-to-date information
• Offboarding: Remove access, archive files, update website, and conduct final account cleanup

Qualities We’re Looking For:

• Thrive in a fast-paced, client-focused environment
• Exceptionally organized and detail-oriented under pressure
• Driven, comfortable with ambiguity, and highly self-motivated
• Quick to learn and eager to take ownership
• Enthusiastic team player with a positive attitude and great sense of humor

Required Skills/Abilities:

• Strong project management skills with the ability to juggle multiple priorities
• Customer service experience with a problem-solving mindset
• Experienced with 501(c)(3) nonprofit bookkeeping and operations
• Experience with QuickBooks Online (preferably Certified Level 1 ProAdvisor)
• Embrace technology like Google Workspace, Monday.com, Expensify, Slack, Zoom, Gusto, SaasAnt, and have experience integrating software with QuickBooks Online
• Strong written and verbal communication skills
• Ability to translate complex processes into user-friendly documentation and training

Bonus Skills/Abilities:

• Experience with nonprofit audits, FASB and GAAP requirements, and restricted funds management
• Experience with email marketing platforms and website content management systems
• Advanced skills in Google Sheets
• Experience with client relationship management including onboarding, account management, or similar client-facing operational roles

Education and Experience:

• Bachelor’s degree in accounting, business, nonprofit management, or related field preferred; or equivalent combination of education and relevant experience
• 3-5 years of experience in nonprofit financial management, financial consulting, client services, or operations management
• Demonstrated project management experience with multiple client relationships
• Experience supporting multiple nonprofit organizations, departments, or projects

Physical Requirements:

• Prolonged periods of sitting at a desk and working at a computer
• Repeated and coordinated use of your hands, wrists, and fingers to use and type on a computer keyboard, requiring the use of fine motor skills
• Close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus
• Ability to stand for extended periods during the annual team retreat

Schedule:

• Remote - Full-time position
• 8-hour shift, closely aligned with a 9am-5pm Eastern schedule.
• This role requires frequent Zoom meetings, including multiple client and internal team meetings per week to ensure effective communication and collaboration.

Benefits:

• Medical, Dental, and Vision Insurance with monthly $800 company contribution toward total health insurance premium
• 401(k) Savings Account with up to 4% company match
• Annual Remote Work Stipend
• Unlimited PTO
• Unlimited Sick Leave
• 13 Paid Company Holidays Per Year
• Annual In-Person Team Retreat
• Continuing Professional Development
• Client Referral Bonus
• Employee Referral Bonus
• Half-Day Fridays from Memorial Day to Labor Day

Logistics:

• This is a full-time, non-exempt, W2 employee position.
• We offer a flexible, remote work environment.
• You must be available to respond to client communication and take meetings during regular business hours in the US, closely aligned with a 9am-5pm Eastern schedule.
• You have your own computer and stable internet access.
• You maintain a workspace free of unnecessary distractions where client and internal calls may be taken in a professional manner.
• You are able to be on video chat for scheduled meetings.

Interview Process:

• 30-minute screening interview with Director of Operations
• Assessment
• 30-minute interview with Director of Client Services (manager of this role)
• Reference Checks
• 30-minute interview with CEO
• Background check

Equal Opportunity:

100 Degrees Consulting is an equal opportunity employer and we strongly encourage and seek applications from women, people of color, immigrant, bilingual, and bicultural individuals, as well as members of the LGBTQIA+ communities. 100 Degrees is firmly committed to complying with all federal, state, and local equal employment opportunity laws and strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, creed, color, sex, religion, national origin, age, sexual orientation, height, and/or weight, disability, gender identity or expression, medical condition including acquired immune deficiency syndrome or AIDS-related conditions, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law.

Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of your accommodation request at the time of application. While performing the responsibilities of the job, reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Salary Range: $50,000-65,000

The final salary will be determined based on several factors including experience, education, qualifications, as well as the need to maintain internal equity within the company.