Client Onboarding Operations Coordinator

Who We Are
Vermillio believes humanity should thrive in the era of AI. That's why we're building essential guardrails for the generative internet — starting with TraceID, our AI protection and licensing technology.
Vermillio is the leader in AI guardrails for protection and licensing. Vermillio brings together 100+ years of combined AI expertise, with its co-founders each building in AI for more than 15 years. The company is well funded and is already working with world-class IP from partners such as Sony and Talent Agency WME.
Our technology creates a secure ethical environment for all builders, makers and creators. Our attribution technology ensures proper credit and compensation reach rightful owners, confirming that AI developers have consent and access to high quality ingredients. TraceID puts everyone in control of what they own, what they build with, and what they create. With our platform TraceID, talent and IP holders can take advantage of the benefits of Generative AI in a safe and secure environment while understanding where and how their valuable data is being used.

Key Responsibilities

• Own the day-to-day coordination of new client onboarding, working closely with the Customer Success Lead.
• Collect, organize, and verify client onboarding details — organization names, client/talent details, social media handles, owned IP, publisher assets, and contact information.
• Set clients up with fully configured accounts, ensuring accuracy and completeness before handoff to the Customer Success team.
• Track outstanding items and proactively follow up with clients, publishers, and internal teams to keep onboarding moving.
• Maintain organized records/trackers of onboarding status across multiple clients simultaneously.
• Serve as a clear point of contact for clients during onboarding, communicating timelines and next steps professionally.
• Flag missing information, inconsistencies, or blockers early, and escalate to the Head of Customer Success when needed.
• Collaborate with technical and product teams to ensure client data and assets are correctly ingested into internal systems.
• Continuously refine onboarding checklists and processes as the client base grows.

Qualifications

• 2–4 years of experience in client onboarding, project coordination, account management, or a similar operations role.
• Exceptional organizational skills and attention to detail — comfortable managing many clients/tasks in parallel without dropping details.
• Strong written and verbal communication skills; comfortable interfacing with high-profile clients and internal leadership.
• Experience working with technical or product teams, or a strong ability to pick up new tools/systems quickly.
• Demonstrated ability to manage timelines, track follow-ups, and drive tasks to completion independently.
• Comfort handling sensitive/confidential client information with discretion.
• Bachelor's degree in a relevant field, or equivalent professional experience.

What You'll Get

• Day-to-day exposure to the world's top talent and IP
• Working with a very seasoned and world-class AI and Machine Learning team
• Unlimited paid time off
• Equity in a tech company in the most exciting, fastest growing sector
• Flexible spending account, with company contribution
• Health, dental and vision insurance
• 401k
• Opportunity for remote work

Nice to Have

• Familiarity with social media platforms and IP/rights concepts (talent management, entertainment, or media industry background)
• Experience with CRM or onboarding/project management tools (e.g., Notion, HubSpot)

What to Expect
This is a collaborative role with high ownership and low bureaucracy. You'll report directly to the Head of Customer Success and work hand in hand with our Customer Success team to make sure every new client's first experience with Vermillio is seamless. The work is meaningful! We're helping artists, creators, music labels and other IP owners protect their likeness and work in the GEN AI era — and it starts with getting their onboarding right.