Posted April 29/2024

Onboarding Specialist

Owl Practice is the leading practice management solution for mental health care professionals. We’re a fast-growing SaaS business and we’re in need of help to support our customer growth. We’re looking for a customer focused professional who is ready to learn, work hard, and help make Owl even better!

Owl is looking for an experienced Onboarding Specialist to join our team. This position plays a crucial role in ensuring the successful onboarding of new clients and fostering their growth within our organization. You will add significant value to our team by partnering with our clients to help them better understand our service and identifying engagement and business growth opportunities while providing exceptional customer service. This position will work closely and report to the Director of Sales and Client Services, supporting the department’s objectives of client support, and revenue generation.

This is an onsite position located in San Antonio Texas.


Onboarding Process Management: Conduct and lead the onboarding process for all clients, ensuring a smooth and efficient transition from initial engagement to full implementation. Implement project management practices to guide the onboarding process effectively and ensure all client requirements are collected and documented.

Client Support and Engagement: Be an expert in Owl Practice’s account setup and system, including complex features such as workflow, and patient scheduling, and serve as the primary point of contact for clients during the onboarding phase. Provide exceptional customer service, addressing inquiries, resolving issues, investigate bugs, and proactively identifying opportunities to enhance the client’s experience on the platform.

Stakeholder Collaboration: Collaborate with internal and external stakeholders, such as the Product Team to facilitate a cohesive and integrated onboarding experience. Foster effective communication and coordination to ensure all parties are aligned with the client’s goals and objectives.

Client Growth Initiatives: Identify upselling and cross-selling opportunities during the onboarding process. Work closely with the Client Growth team to promote additional services and products that align with the client’s needs and drive revenue growth.

Onboarding Planning and Reporting: Develop and maintain detailed onboarding plans, ensuring that all key milestones and deliverables are identified and tracked. Keep accurate records of bugs, issues, and activities related to the onboarding process. Circulate detailed meeting minutes and reports to stakeholders to ensure visibility and accountability.

Customer Success: help users get their accounts set up by building forms and templates within the account.

Revenue Generation: act as the touchpoint between Owl and our payment processing solution. Help users get their accounts set up from start to finish.


  • College diploma or Bachelor’s degree in a related field or will consider equivalent practical experience.
  • 2+ years of customer service experience, preferably in a SaaS environment.
  • Proficiency in ticketing and CRM systems (e.g., Hubspot, Zendesk) for managing customer interactions and support tickets.
  • Strong working knowledge of business tools (Slack, Excel, Office suite) for communication, task management, and collaboration.
  • Solid organizational and project management skills with a focus on prioritization, timelines, and meeting deadlines.
  • Effective collaboration with internal teams and stakeholders.
  • Excellent communication skills (verbal and written) with a client-centric approach.
  • Quick learner with a proactive attitude towards staying updated on industry trends and best practices.
  • Strong problem-solving and critical thinking abilities.
  • Preferred experience in the tech and/or healthcare industry, understanding their unique challenges and trends.

We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.

Please send cover letters and resume to:

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    Please note: this role is not eligible to be performed from New York, New Jersey, California, Colorado, or Washington.

    Owl Practice Suite is an equal opportunity employer. We do not discriminate on the basis of race, ancestry, religion, color, national origin, gender, sexual orientation, gender orientation or expression, political belief, age, marital status, or disability status.

    Owl Practice Suite is also committed to fostering a culture of belonging, which includes ensuring an accessible work environment and employment practices. If you require an accommodation in completing any pre-employment assessments or applications, interviewing, or otherwise participating in the recruitment process, please email