Onboarding Specialist
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Job Description
Onboarding Specialist setting up customer accounts for Staples Promotional Products, a customized promotional merchandise provider. Managing billing documentation, data validation, internal coordination, and account activation remotely.
Responsibilities:
- Complete customer account setup tasks, including majors, logo codes, billing accounts, and related internal account components
- Partner with credit, field sales, and internal teams to support timely financial onboarding and account activation
- Process customer vendor forms, new account paperwork, and related onboarding documentation accurately
- Research and validate customer information, including GPO affiliation checks, strategic account verification, and other account setup requirements
- Respond to field sales and internal partners regarding onboarding status, documentation needs, and account setup questions
- Use internal systems, Excel, account screens, and reporting tools to enter, validate, track, and update onboarding information
- Troubleshoot onboarding, billing, documentation, account setup, and system-related issues, escalating complex matters when needed
- Support service-level expectations, including timely responses and account setup completion within department guidelines
- Contribute to process improvement efforts that strengthen onboarding accuracy, efficiency, consistency, and customer experience
Requirements:
- High School Diploma, GED, or equivalent work experience
- 2+ years of related experience in customer onboarding, account setup, finance/billing support, sales support, customer service, operations, or administration
- Working knowledge of Microsoft Excel for data entry, tracking, sorting/filtering, and basic reporting
- Strong attention to detail and accuracy when reviewing customer, account, billing, and financial onboarding information
- Ability to manage multiple requests, deadlines, and priorities in a fast-paced support environment
- Clear written and verbal communication skills with the ability to provide timely updates and follow-through
- Analytical mindset with the ability to identify missing information, resolve routine issues, and take appropriate action
- Customer service focus when supporting field sales, internal teams, and onboarding needs
- Collaborative, reliable, and process-oriented approach with a strong sense of ownership
- Preferred: Associate Degree or coursework in Business, Finance, Accounting, Operations, Customer Service, or a related field
- Preferred: Familiarity with LINC, FOCUS, or similar account management/reporting tools
- Preferred: Intermediate Excel skills, including tracking, sorting/filtering data, and supporting reports
Benefits:
- Inclusive culture with associate-led Business Resource Groups
- 112 Hours of PTO and Holiday Schedule (7 observed paid holidays + 1 floating holiday)
- Online and Retail Discounts
- Company Match 401(k)
- Physical and Mental Health Wellness programs
- Some roles may also be eligible for overtime pay, in accordance with federal and state requirements
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