HR Specialist TA and Onboarding Administrator

SUMMARY: The Onboarding Administrator supports the HR function by managing the administrative and logistical aspects of the new hire onboarding process, from offer acceptance through the first weeks of employment. This role serves as a key point of coordination between HR, hiring managers, IT, and other departments to ensure new employees are set up for a smooth and successful start. This position does not include recruiting/talent acquisition or facilitation of formal orientation programming. This position functions day to day under the leadership of the TA & Onboarding Lead.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Serve as a primary point of contact for 50-100 new hires per month during the pre-boarding and onboarding period, answering questions and providing a positive first impression of the organization

• Manage and track completion of new hire paperwork, including offer letter acknowledgments, employment forms, I-9 verification, and other required documentation

• Coordinate background checks, drug screenings, and other pre-employment requirements, following up as needed to ensure timely completion

• Partner with appropriate departments to ensure all systems access is granted prior to the employee's first day of employment

• Communicate onboarding timelines, checklists, and expectations to new hires, hiring managers, and other stakeholders

• Maintain accurate onboarding records and status trackers, ensuring compliance with company policy and applicable employment law

• Enter and update new hire information in HRIS and other relevant systems

• Follow up with new hires and managers during the first weeks of employment to confirm onboarding tasks are complete and address any outstanding needs

• Identify and escalate onboarding process gaps or delays to appropriate HR leadership

• Maintain confidentiality of sensitive employee information throughout the onboarding process

• Continuously look for opportunities to improve onboarding efficiency and the new hire experience

KNOWLEDGE & SKILLS:

• Strong company advocate with sound judgment and discretion

• Ability to maintain strict confidentiality

• Ability to follow instructions and established procedures accurately

• Ability to work independently and remotely, managing priorities and time efficiently while delivering accurate results

• Ability to work in a fast-paced environment, effectively juggling multiple priorities and projects

• Excellent communication skills - reading, writing, verbal, and interpretation - using the English language, across various channels (phone, text, email, social media, etc.)

• Ability to interact professionally and respectfully with employees at all levels

PHYSICAL REQUIREMENTS:

This position is primarily performed remotely in a home office environment. The role requires the ability to work effectively at a computer for extended periods, including frequent use of a keyboard, mouse, monitor, and telephone or video conferencing technology. The employee must be able to communicate effectively through virtual and electronic means and maintain a safe, functional workspace conducive to performing job responsibilities. Occasional movement, sitting, standing, and the ability to lift or move light office materials may be required. 

MINIMUM QUALIFICATIONS:

• Minimum two (2) year degree or three (3) years HR related experience

• Proficient in using an HRIS system and other HR related systems

• Proficient using MS Word, Excel, Outlook, and Teams

• Must possess a valid driver's license and be insurable