Onboarding Officer

About us 

Ancorius Group is a leading independent service provider of corporate, accounting, fund, tax, and payroll services based in Luxembourg. 

Founded in 1995 by Jean-Marc Faber, the company boasts a strong local history spanning over 30 years and, until mid-2025, has been present in the market as Fiduciaire Jean-Marc Faber. Over the years, the company has significantly expanded its offerings to include a comprehensive suite of services spanning corporate, tax, accounting, fund, payroll and family office services. 

We serve a wide range of clients, including fund, corporate and private wealth customers.. The Group is a member of the Ordre des Experts-Comptables (OEC), operates under a PSF fund administration licence, and its team comprises more than 100 professionals.

We are looking for an Onboarding Officer.

The Onboarding Officer is responsible for ensuring that new corporate and commercial clients are onboarded efficiently, accurately, and in full compliance with internal policies and regulatory requirements. The role serves as the operational backbone of the client onboarding process, transforming signed commercial agreements into fully established and serviceable client records within Odoo.

The position coordinates the transition of new clients from Business Development through Compliance and into Service Delivery, ensuring that all onboarding activities are completed within agreed timelines and that client data, services, tasks, and fee structures are correctly established. By maintaining clear ownership of the onboarding workflow, the role helps deliver a seamless client experience while supporting operational excellence and continuous process improvement.

Key Responsibilities

Client Data Management

• Maintain accurate and up-to-date prospect and client records within internal CRM (Odoo).
• Update pipeline stages and client information to ensure visibility and reporting accuracy.
• Monitor data quality and proactively resolve inconsistencies or missing information.

• Create the client record in internal CRM (Odoo) upon signature of the offer, capturing the minimum commercial information (name, address, services), then configure services, fees, and operational tasks in Odoo.
• Ensure all service parameters, billing details, and operational requirements are correctly configured.
• Support the smooth activation of services and readiness for invoicing.
• Ensure agreements are completed accurately and filed in accordance with internal procedures.

Onboarding Workflow Coordination

• Manage and track onboarding activities from signed proposal through to successful client activation.
• Coordinate handovers between Business Development, Compliance, and Delivery teams.
• Monitor onboarding timelines and proactively follow up on outstanding actions.
• Identify and remove bottlenecks to ensure efficient completion of onboarding activities.

• Assist sales leads by preparing quotations using approved pricing models, templates, and tools.
• Ensure quotations are professionally presented and accurately documented.
• Provide administrative and operational support to the commercial process while pricing ownership remains with the Sales leads.

Process Improvement & Documentation

• Maintain onboarding procedures, checklists, templates, and process documentation.
• Identify opportunities to improve onboarding efficiency, quality, and client experience.
• Contribute to the development and implementation of best practices and standard operating procedures.

• 2–5 years of experience in client onboarding, client services, operations, business support, or a similar administrative role in a professional services, corporate services, financial services, trust, accounting, or legal environment, or comparable experience in a commercial or sales function.
• Experience using CRM and ERP systems, preferably Odoo.
• Strong administrative and data management skills.
• Fluent English and French (written and spoken); German is an advantage.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Excellent organisational and coordination skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines simultaneously.
• Effective stakeholder management and communication skills.
• Problem-solving mindset with a proactive approach.
• Process-oriented and committed to operational excellence.
• Ability to work independently while collaborating across teams.