Onboarding Coordinator

Company Description:

Meade Engineering is a full-service design firm specializing in innovative and cost-effective engineering solutions for data centers, cloud providers, and large-scale construction projects. Our team of expert engineers, designers, and consultants is dedicated to delivering high-quality, reliable, and sustainable solutions that drive the industry forward.

At Meade Engineering, we foster a collaborative and dynamic work environment where creativity, technical excellence, and professional growth are at the forefront. We take pride in our commitment to innovation, efficiency, and superior service-values that not only define our projects but also shape our workplace culture.

If you're looking to be part of a company that values expertise, teamwork, and cutting-edge design, we'd love to hear from you!

Job Description:

Meade Engineering is seeking a detail-oriented and organized Onboarding Coordinator to support our growing team and ensure a seamless experience for every new hire. This role is critical to shaping first impressions and ensuring new employees have the tools, resources, and information they need to hit the ground running.

The ideal candidate thrives in a fast-paced environment, is highly detail-driven, and brings a people-first mindset to every interaction. You'll collaborate closely with HR, IT, Accounting, and department leaders to coordinate the logistics and administration of new hire onboarding, from offer acceptance through the first week of employment.

Job Duties:

New Hire Coordination & Administration

• Coordinate all aspects of the new hire onboarding process to ensure a smooth and timely experience from offer to start date.
• Prepare, distribute, and track completion of new hire paperwork, background checks, and I-9 verification.
• Partner with IT to set up employee accounts, equipment, and system access.
• Coordinate with leaders to confirm workspace assignments, seating, and first-day logistics.
• Maintain and update new hire records in HR systems with accuracy and confidentiality.
• Create and manage onboarding checklists to ensure consistency and compliance.
• Generate and distribute onboarding status reports for HR and leadership stakeholders.

Orientation & Employee Experience

• Schedule and facilitate New Hire Orientation sessions, ensuring all participants receive an engaging and informative welcome to Meade.
• Communicate pre-hire and first-week instructions to new employees and managers.
• Support the development and maintenance of onboarding materials, presentations, and templates.
• Serve as the primary point of contact for new hires during their first weeks, addressing questions and connecting them with resources.
• Partner with HR and Operations to continuously improve onboarding workflows and enhance the overall employee experience.

Compliance & Recordkeeping

• Ensure all onboarding activities are compliant with federal and state employment regulations, including E-Verify and I-9 retention requirements.
• Maintain digital personnel files and records according to company policies and data security standards.
• Support audits, reporting requests, and internal process reviews as needed.

Qualifications:

• 2–4 years of experience in onboarding, HR coordination, or administrative support within a fast-paced, professional environment.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills with a service-minded approach.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Proficiency in Microsoft Office Suite and familiarity with HRIS and ATS systems.
• Ability to maintain confidentiality and handle sensitive employee data responsibly.

Preferred Qualifications:

• Experience coordinating onboarding in an HR or recruiting department.
• Knowledge of HR compliance, employment eligibility verification, and personnel recordkeeping.
• Familiarity with systems such as Rippling or Greenhouse.
• Interest in growing into a broader HR Operations or HR Generalist role.

Benefits:

All full-time employees receive a comprehensive benefit package that includes, but is not limited to, medical, dental, and vision insurance with 100% of medical premiums covered by the employer, short and long-term disability insurance, life insurance, a 401(k), vacation time, paid holidays off, and yearly performance-based bonus eligibility.

MEI is an Equal Employment Opportunity employer. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or any other protected characteristic under applicable laws. We believe in equal employment opportunities for all and encourage individuals from all backgrounds to apply.