Onboarding Specialist

Position Summary

The Human Resources Onboarding Specialist is responsible for managing and executing the new hire onboarding process to ensure a smooth, welcoming, and compliant employee experience. This role partners closely with HR, hiring managers, and cross-functional teams to support new employees from offer acceptance through successful integration into the organization.

Key Responsibilities

Onboarding & Orientation

• Coordinate and manage end-to-end onboarding processes for new hires, including pre-employment paperwork, system access, and orientation scheduling
• Conduct new hire orientations (virtual and/or in-person) to introduce company culture, policies, benefits, and expectations
• Serve as the primary point of contact for new hires during the onboarding period, answering questions and providing guidance

HR Administration & Compliance

• Ensure completion and accuracy of employment documentation, including I-9s, background checks, drug screens, and tax forms
• Maintain accurate employee records in the Human Resources Information System (HRIS)
• Ensure onboarding processes comply with federal, state, and company policies

• Perform regular audits of employee records to ensure onboarding accuracy

• Administration of sick leave, vacation, and other employee leave accruals

• Collaboration & Communication

• Partner with recruiters, hiring managers, IT, Payroll, and Benefits teams to ensure timely setup and support for new employees
• Communicate onboarding timelines and requirements clearly to new hires and internal stakeholders
• Support hiring managers with onboarding best practices and tools

Process Improvement & Reporting

• Continuously evaluate onboarding processes to improve efficiency, compliance, and employee experience
• Track onboarding metrics and generate reports as needed (e.g., new hire start dates, completion rates, feedback)
• Assist with HR projects and initiatives as assigned

Qualifications

Required

• Bachelor’s degree in Human Resources, Business Administration, or a related field (or equivalent experience)
• 2 years of experience in HR, onboarding, or employee administration
• Knowledge of HR compliance requirements (I-9, background checks, employment eligibility)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Strong understanding of USCIS Form I‑9 compliance requirements
• Proficiency with HRIS systems and Microsoft Office (Outlook, Excel, Word)

Preferred

• Experience onboarding hourly and salaried employees across multiple locations
• Familiarity with benefits administration and payroll processes
• HR certifications such as SHRM-CP, PHR, or similar
• Key Competencies
• Attention to detail
• Customer service mindset
• Ability to manage multiple priorities in a fast-paced environment
• Discretion and confidentiality
• Collaborative and proactive approach

Key Competencies

• Attention to detail
• Customer service mindset
• Ability to manage multiple priorities in a fast-paced environment
• Discretion and confidentiality
• Collaborative and proactive approach