Onboarding Specialist

Position Summary: 

We are seeking a detail-oriented and people-focused Onboarding Specialist to create a seamless and welcoming transition for new hires. This role partners closely with the Talent Acquisition team and owns the post-offer experience, ensuring offers are delivered accurately and timely, pre-employment requirements are completed, and new hires feel informed, supported, and excited to start. 

This is a critical role in shaping first impressions and setting employees up for success from day one. 

EDUCATION, QUALIFICATIONS, AND EXPERIENCE: 

• High school diploma or equivalent required; associate’s or bachelor’s degree in Human Resources, Business Administration, or a related field preferred.  

• Minimum of 2 years of experience in talent acquisition, recruiting coordination, human resources support, onboarding, or administrative support preferred.  

• Experience working with HRIS, applicant tracking systems, or onboarding platforms preferred.  

• Experience supporting multiple candidates or hires simultaneously in a fast-paced environment preferred. 

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks and deadlines.  

• Excellent verbal and written communication skills with the ability to communicate professionally and effectively with candidates and internal stakeholders.  

• Strong attention to detail and accuracy in maintaining records, documentation, and onboarding processes.  

• Ability to handle sensitive and confidential information with professionalism and discretion.  

• Customer-service mindset with a focus on delivering a positive candidate and employee experience.  

• Ability to problem-solve, follow up proactively, and adapt to changing priorities.  

• Proficiency in Microsoft Office and HR-related systems and technology.  

• Ability to work independently as well as collaboratively within a team environment. 

In addition, must possess skill in working cooperatively and effectively with clients, staff, management, and other professional groups; in exercising mature judgment in dealing with people; in presenting ideas clearly and accurately; in reading and comprehending the English language; and in communicating effectively, both orally and in writing. 

JOB DUTIES AND RESPONSIBILITIES: 

This position is responsible and held accountable for the following duties: 

• Prepare, extend, and track employment offers while serving as the primary point of contact for candidates throughout the onboarding process.  

• Coordinate and manage the onboarding process from offer acceptance through the employee’s first day to ensure a seamless and welcoming transition into the organization.  

• Communicate proactively with candidates, hiring managers, and internal stakeholders to provide onboarding updates, answer questions, and maintain a positive candidate experience.  

• Guide new hires through all pre-employment and onboarding requirements, including background checks, drug screenings, certification applications, I-9 documentation, and completion of required paperwork.  

• Monitor onboarding progress and follow up on outstanding items to ensure timely completion of all pre-employment requirements.  

• Schedule and coordinate new hire orientation and ensure employees receive timely information, resources, and instructions prior to their start date.  

• Collaborate cross-functionally with hiring managers and internal departments to coordinate onboarding logistics, including system access, equipment setup, new hire materials, and other first-day preparations.  

• Maintain accurate onboarding records, employee data, and status updates within HRIS, applicant tracking systems, and onboarding platforms.  

• Support continuous improvement initiatives related to onboarding workflows, processes, and overall new hire experience.  

• Build and maintain strong working relationships with internal teams to support a smooth, efficient, and positive onboarding process. 

• Performs other reasonably related duties as assigned by the immediate supervisor or other management as requested. 

• Meet or exceed “satisfactory” expectations at any scheduled job performance evaluation. 

• Regular and predictable attendance is essential and expected for this position.