Implementation Coordinator

This individual must be willing to work EST hours to be eligible for consideration.

Position Summary:

Viventium is seeking a resourceful and independent individual contributor to join our Implementation Coordination team reporting to the Implementation Department. Responsible for providing support our Payroll and Tax Implementation Teams, this role requires a high degree of specialized expertise and skill maintaining established standards of quality and accuracy while supporting a high volume of setups. The Implementation Coordinator is a client-facing role responsible for ensuring accurate and timely setup of new client accounts within our new client onboarding queue, paving the way for a successful partnership upon first contact.

Essential Duties and Responsibilities:

The essential functions include, but are not limited to the following:

• Manages the collection and review of new client paperwork for proper format and completion to ensure the integrity of the intake process is upheld
• Identifies possible errors in new client paperwork, effectively communicates and/or escalates to the appropriate team members (i.e., Clients, Implementation and/or Tax partners) to resolve as needed (i.e., resource coordination)
• Conducts introductory client calls to welcome them into Implementation and schedule project kick-off calls (i.e., Lauch Calls)
• Conducts phased data migration from client’s previous payroll vendor followed by skilled manipulation in Excel utilizing v-lookups, string/text formatting, if/then statements, and truncation/combination techniques
• Executes comprehensive analysis ensuring completion and accuracy of submitted new client data
• Manages the new client setup process, includes building new client account/division framework, configuration of Viventium system, billing profile setup & recording of manual charges, reviews & qualifies new client setup agreements (i.e., general intake agreements, tax & banking verification documents, billing details, etc., completing system imports of sensitive client data accurately and timely while maintaining integrity within our intake and setup processes
• Identifies possible errors in new client paperwork, effectively communicates and/or escalates to the appropriate team members (i.e., Implementation Specialists and/or Tax Implementation partners) to resolve as needed (i.e., resource coordination)
• Independently manages and tracks onboarding setup process across relevant internal and propriety systems and maintaining system data for accuracy.
• Liaise with Sales to identify potential No-Start risks (i.e., lack of engagement, unresponsive, etc.) and support backlog/changeover management.
• Maintains new client information within proprietary systems in accordance with internal documented procedures
• Completes YTD data conversions using tools like Altair Monarch Data Prep Studio, pre-built Excel macro files, etc.
• Ability to collaborate cross-functionally and support relevant internal teams (Tax, Implementation, etc.) while maintaining positive working relationships
• Uses prior USA payroll tax knowledge to support the Payroll Implementation team and, clients alike, by providing fact-based guidance
• Prioritizes workload to achieve both client (external) and internal deadlines
• Exercises administrative judgment and assumes responsibility for decisions, consequences, and results that may impact costs, and/or quality of service
• Enters new client information in the system according to documented procedures
• Collaborates and supports teammates maintaining a positive work relationship
• Maintains strict confidentiality of sensitive client data
• Participates in special projects and department initiatives as requested
• Attends required in person meetings and/or trainings, as needed

Minimum Qualifications (Knowledge, Skills, and Abilities):

• 1+ year of experience in a similar role within Payroll/HCM industry experience
• Excellent verbal and written communication skills
• Ability to handle multiple account setups at one time
• Excellent attention to detail, time management, organization and prioritization skills
• Strong sense of ownership and results oriented
• Troubleshooting and problem-solving experience
• Ability to handle escalations with minimal to no supervision
• Motivated team player with ability to work on simultaneous projects with minimal supervision
• Excellent project management skills
• Strong sense of ownership and results oriented
• Strategic thinker with ability to understanding and communicate client requirements and find corresponding solutions
• Proficiency in Microsoft Office Suite (Specifically Outlook, Word, Excel)
• Demonstrate working knowledge of compliance standards relating to payroll & tax setup configuration and requirements

Preferred Qualifications:

• Data import experience
• A strong proficiency in Microsoft Excel