What are the responsibilities and job description for the Onboarding Coordinator position at Encore Fire Protection?
Overview
Position Summary:
The Onboarding Coordinator is responsible for managing the onboarding process for all new hires across all Encore Fire Protection locations. This role serves as a critical bridge between new employees, hiring managers, and internal departments to ensure a smooth, consistent, and engaging onboarding experience. The ideal candidate will have strong organizational skills, attention to detail, and the ability to manage multiple onboarding timelines simultaneously while helping to shape and scale onboarding programs across regions.
Key Responsibilities:
- Own and administer the full onboarding lifecycle for all new hires—from offer acceptance through the completion of onboarding milestones and integration into the organization
- Partner with hiring managers, Talent Acquisition, IT, Payroll and other departments to ensure timely and accurate onboarding coordination
- Schedule and deliver onboarding presentations and ensure new hires receive consistent and engaging experience across all locations
- Monitor onboarding tasks in HR systems (e.g., Arcoro, Sage, HubSpot, ADP) and ensure completion of all pre-employment steps, background checks, and documentation
- Serve as the sole owner of new hire data entry and setup across multiple HRIS systems—including Arcoro, Sage, and ADP—ensuring each system’s specific requirements are met. Maintain full responsibility for accuracy and data integrity across all locations throughout the onboarding process
- Act as the primary point of contact for new hires, coordinating all onboarding logistics, including system access, benefits enrollment, tax forms, I-9 completion, and other documentation, while following up regularly to ensure timely and accurate completion
- Continuously improve the onboarding experience by gathering feedback and implementing scalable improvements with the help of your lead and VP of EE
- Maintain onboarding templates, checklists, and resources, ensuring global consistency while accommodating location-specific needs
- Serve as the primary resource for all onboarding-related questions from new hires and internal stakeholders
- Assist in developing onboarding content and communications, including welcome materials and company culture touchpoints as needed
Qualifications:
- Bachelor’s degree in Human Resources, Business Administration, or a related field preferred
- 3 years of experience in onboarding, project coordination, or employee lifecycle administration
- Experience supporting onboarding across multiple locations or business units
- Strong communication and presentation skills—comfortable leading sessions for groups of new hires
- High attention to detail and ability to manage multiple deadlines
- Proficient in HRIS platforms (e.g., Arcoro, ADP, Sage) and Microsoft Office/Google Suite
- Ability to work independently and collaborate effectively across teams and time zones
- Demonstrated passion for process ownership and improvement, with an entrepreneurial mindset and a drive to enhance systems and workflows
Encore Fire Protection is an Equal Opportunity Employer.
Encore Fire Protection is an E-Verify Employer.
As an EEO/AA employer, Encore Fire Protection considers applicants for employment without regard to, and does not discriminate based on gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.
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