Payroll Onboarding Intake Coordinator(Temporary)

Please Note: This is a Utah-based hybrid position which will require some regular in-office days each week. Additionally, employment with BambooHR is contingent on passing both a background and credit check.

AI at BambooHR

At BambooHR, we believe in leveraging cutting-edge technology to empower people and transform HR. We’re actively integrating AI into our solutions and workflows to enhance efficiency and drive innovation. To that end, we’re looking to our existing team members and future hires to share this forward-thinking mindset: individuals who are curious about AI’s potential, eager to learn and adapt, and ready to explore how intelligent tools can elevate their work along with BambooHR’s impact on setting people free to do great work. Join us in reimagining the future of HR!

Essential Job Duties

The Payroll Onboarding Intake Coordinator is the first post-sale, client-facing touchpoint for Payroll Onboarding and serves as a structured “kickoff guide” to ensure clients submit all required onboarding data and documentation accurately and on time. This role drives client accountability to a 7 business-day intake SLA tied to first pay date eligibility, using clear expectations, proactive outreach, and hands-on coaching (including screen share) to help clients find and upload what’s needed. The Intake Coordinator ensures submissions are complete and usable before handing off to downstream onboarding teams, enabling cleaner setups and reducing rework. This role is intentionally low technical depth: it does not perform tax setup/configuration, data entry, fraud checks, or in-depth payroll consulting; instead, it focuses on readiness, completeness, and momentum.

You will:

• Initiate client onboarding intake within 24 hours of assignment, welcoming the client and outlining required next steps, timelines, and the 7-business-day intake SLA.
• Guide clients through exactly what onboarding data and documents are required, where to locate them, and how to upload them correctly (including screen-share coaching as needed).
• Collect comprehensive onboarding inputs (e.g., company/payroll demographics, job/employee data, benefits-related payroll inputs, time off, YTD/QTD data requirements as applicable) and confirm completeness prior to handoff.
• Gather and validate required signed documents (e.g., 8821, 8655, ACH Authorization, Beneficial Owners Addendum, federal/state proof, and other required authorizations/inputs), ensuring documents are complete, legible, and properly executed before handoff.
• Monitor intake progress daily, enforce the 7-business-day deadline, and proactively communicate gaps, risks, and due dates to the client to keep first pay date eligibility on track.
• Uses AI to improve customer communications, meeting summaries, intake organization, requirement explanations, and handoff notes while validating all AI outputs against documented onboarding requirements.
• Use internal tooling (including a payroll-provider reporting database) to accelerate client guidance and reduce back-and-forth when clients are unsure what to provide or where to find it.
• Maintain accurate status tracking and clear handoff notes for downstream teams (e.g., Onboarding/Data Specialists), confirming readiness criteria are met before transition.
• Hold scope boundaries professionally: address questions related to intake process and expectations, and route deeper payroll/tax/compliance questions to the appropriate downstream owner per established escalation paths.
• Identify recurring intake friction points (missing documents, common client blockers, unclear instructions) and recommend improvements to templates, checklists, and enablement materials.

Fixed-Term Employment Details

• This is a fixed-term position scheduled to end on February 28, 2027, with the potential for conversion to regular employment based on business needs. Conversion to a permanent position is not guaranteed.

What You Need to Get the Job Done

• Demonstrated customer-facing experience (phone/video/email/chat) with the ability to build trust quickly while holding firm timelines and expectations.
• Strong organization and attention to detail; able to validate document completeness/accuracy and manage multiple clients in parallel under tight deadlines.
• Excellent written and verbal communication skills, including the ability to explain requirements clearly and confidently facilitate screen-share guidance.
• Proven ability to manage deadline-driven work and drive client accountability in a structured, repeatable process.
• Comfort learning and navigating multiple software tools/systems (e.g., CRM/ticketing, file portals, internal dashboards) and documenting work cleanly.
• Ability to de-escalate and stay resilient with resistant or delayed clients while maintaining professionalism and scope boundaries.
• High school diploma or equivalent required. Associate’s degree, Bachelor’s degree, or equivalent experience preferred.

What Will Make Us REALLY Love You

• Experience supporting payroll, HRIS, benefits administration, or time/attendance processes (intake, documentation, or onboarding support).
• Experience in SaaS onboarding, customer onboarding, or project coordination in a high-volume environment.
• Familiarity with payroll-related forms/authorizations (e.g., POA/TPA documentation) and common client document workflows.

What You'll Love About Us

• A Great Team & Culture. We’re proud to be recognized by Inc., Salt Lake Tribune, Glassdoor, and Comparably for our workplace culture.
• Meaningful Impact. You’ll jump in, own your work, and make a real difference during the contract period.
• Medical benefits available through our employer vendor.