Role Overview

Serve as the primary point of contact for new employees throughout the onboarding process, providing a professional and welcoming experience from first contact through start date
Handle daily inbound and outbound communication (phone, text, email) with employees, recruiters, and clients regarding onboarding status, documentation needs, and start date readiness
Manage the electronic onboarding process including pre-hire paperwork and portal completion follow-up
Track and maintain accurate status for all pending and active employee placements in company systems, ensuring real-time visibility for the Operations and Sales teams
Maintain a complete and accurate log of all communications with employees, recruiters, and clients for tracking and follow-up purposes
Monitor the background check and drug screening process, including tracking and reviewing results in coordination with vendors
Apply the Ops Onboarding Decision Matrix to determine when to clear a candidate versus when to escalate to HR
Collect, review, and maintain licenses, certifications, immunization records, and other credentialing documents required for placement, particularly for healthcare roles
Flag expired credentials, incomplete documentation, or compliance gaps to the relevant Operations or HR team members before clearing a worker to start
Monitor the electronic I-9 process for new hires and rehires in the system
Escalate Tentative Non-Confirmations (TNCs) and Final Non-Confirmations (FNCs) to HR immediately
Maintain organized and compliant I-9 files, supporting periodic HR-led audits
Use the Ops Onboarding Decision Matrix as the primary guide for all onboarding compliance decisions, escalating to HR whenever the situation falls outside routine processing
Stay current on internal systems, process changes, and any updated onboarding procedures communicated by HR or Operations leadership
Use and maintain company’s proprietary software (CRM+HRIS) and internal Operations processes with a high degree of accuracy and attention to data integrity
Perform other duties as assigned by the Operations Manager

Requirements

High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Human Resources, or a related field preferred
1-3 years of office experience required; HR or staffing industry experience is a plus (internships considered)
1 year or more of professional onboarding experience required
Excellent written and verbal communication skills with a professional, customer-service-oriented approach
Strong organizational skills and outstanding attention to detail
accuracy in this role is critical
Comfortable managing multiple open tasks simultaneously in a fast-paced environment
Strong technical aptitude; experience with HRIS platforms, Google Suite, Slack, or ATS systems is a plus
Familiarity with federal, state, and local employment regulations (FCRA, I-9/E-Verify, ACA) is a plus
Ability to handle sensitive and confidential information with discretion
High energy, positive attitude, growth mindset, and a genuine team-player mentality

Benefits

Tuition reimbursement
Remote or hybrid work options
$400 toward home office furniture
Laptop, monitors, and other necessary computer equipment provided
Bi-weekly internet stipend
128 hours of PTO in the first year (pro-rated amount given on day one)
Ten company-paid holidays
Two weeks of paid parental leave for births and adoptions

FoxHire

Open Positions (1)

Operations

Onboarding Coordinator