Onboarding Specialist

Role Overview

• Manage the full onboarding lifecycle for new hires, from offer acceptance through Day 1 and successful transition into the organization.
• Coordinate all pre-employment activities, including background checks, drug screens, employee health screenings, I-9 completion, and required onboarding documentation.
• Serve as the primary point of contact for candidates, hiring managers, facilities, and internal stakeholders throughout the onboarding process, ensuring timely communication and an exceptional candidate experience.
• Schedule and coordinate onboarding activities, orientation sessions, training, and meetings with key stakeholders.
• Monitor onboarding progress to ensure all employment requirements and compliance deadlines are met prior to start date.
• Respond to escalated onboarding inquiries and ServiceNow tickets, researching and resolving issues in a timely manner.
• Facilitate onboarding sessions introducing new hires to company policies, culture, and organizational expectations.
• Partner with hiring managers and operational leaders to ensure new employees have the tools, access, and resources needed for a successful start.
• Conduct regular follow-up with new hires and leaders to support a smooth transition and address questions or concerns.
• Maintain accurate documentation within the Applicant Tracking System (ATS) and other HR systems to ensure compliance with company policies and regulatory requirements.
• Support ongoing process improvement initiatives by identifying opportunities to enhance the onboarding experience and improve operational efficiency.
• Utilize Microsoft Excel and other Microsoft Office applications to manage onboarding data, track progress, and maintain reporting.
• Ensure confidentiality while handling sensitive employee information and maintain compliance with HIPAA, I-9, state employment regulations, and organizational policies.
• Collaborate effectively within a remote, high-volume team environment while managing multiple onboarding assignments simultaneously.

Requirements

• Minimum of 2-4 years of professional experience in onboarding, human resources, talent acquisition, HR operations, or a related field.
• Experience coordinating high-volume onboarding activities and managing multiple priorities simultaneously.
• Working knowledge of HR compliance, including I-9 requirements and state employment regulations.
• Strong customer service and communication skills with the ability to build positive relationships with candidates and internal stakeholders.
• Excellent organizational, time management, and multitasking skills with the ability to work independently in a remote environment.
• Strong computer proficiency, including Microsoft Excel and Microsoft Office applications.
• Ability to manage confidential information with professionalism and discretion.
• Comfortable working in a fast-paced environment supporting multiple facilities and large onboarding volumes.

Tech Stack

• ServiceNow

Benefits

• Comprehensive Benefits: Multiple levels of medical, dental and vision coverage for full-time and part-time employees.
• Financial Protection & PTO: Life, accident, critical illness, hospital indemnity insurance, short
• and long-term disability, paid family leave and paid time off.
• Financial & Career Growth: Higher education and certification tuition assistance, loan assistance and 401(k) retirement package and company match.
• Employee Well-being: Mental, physical, and financial wellness programs (free gym memberships, virtual care appointments, mental health services and discount programs).
• Professional Development: Ongoing learning and career advancement opportunities.