Onboarding Coordinator

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