Onboarding Specialist

Position Overview:

The Onboarding Specialist is responsible for managing the entire employee journey, from onboarding to offboarding. This includes overseeing the onboarding process, handling offboarding tasks, and drafting Employment Contract (EC) amendments. Ensuring compliance with policies and regulations, they collaborate with internal and external stakeholders to streamline processes and enhance the overall employee experience.

Key Responsibilities:

• Employee Onboarding:

  • Manage the end-to-end onboarding process for employees across the globe, including collecting and verifying employee information, facilitating the completion of necessary onboarding forms, and setting up payroll and benefits enrolment.

  • Facilitate the collection and verification of documentation required for international employment, including work permits, visas, and tax forms.

• Contract Drafting:

  • Draft the employment contracts from the onboarding information using our in-house templates.

  • Share the drafts with the client and employees for their review and with the assistance of our in-house knowledge base and Legal team, respond to any queries accordingly.

  • Handle post-onboarding contract amendments as required throughout the employee life-cycle

• Client Engagement and Consultation:

  • Act as the primary liaison for international clients, guiding them through the intricacies of global onboarding.

  • Offer ongoing support and advisory services to ensure a smooth and compliant onboarding experience.

• Compliance and Documentation:

  • Ensure all required legal and regulatory documents are completed accurately and filed appropriately.

  • Maintain thorough and up-to-date records of client and employee information, ensuring data integrity and confidentiality.

• Communication and Training:

  • Provide clear and concise communication to clients and employees regarding the onboarding process, requirements, and timelines.

  • Conduct training sessions or provide materials to educate clients and employees about Horizons' platform, policies, and procedures.

• Relationship Management:

  • Develop and maintain strong relationships with clients, serving as a point of contact for any onboarding-related inquiries or concerns.

  • Collaborate with internal teams, such as client success, sales, payroll, finance, and legal, to address client needs effectively.

• Process Improvement:

  • Continuously assess and improve the onboarding process to streamline workflows, enhance efficiency, and deliver an exceptional client and employee experience.

  • Provide feedback and suggestions to optimize internal systems and tools, especially in relation to the Horizons platform

• Compliance Monitoring:

  • Monitor and ensure ongoing compliance with employment laws, regulations, and EOR company policies.

  • With the help of our in-house Legal team, stay updated on changes in employment legislation and communicate relevant updates to clients and internal stakeholders.

• Troubleshooting and Issue Resolution:

  • Address and resolve any onboarding-related issues or escalations promptly and professionally, employing problem-solving skills and collaborating with relevant teams to find appropriate solutions.

  • Understand when to include your manager in potential high-risk situations.

• Manage stakeholders’ expectations:

  • Understand how to manage client’s and employees' expectations when it comes to streamlining employment contracts.

  • Find ways to encourage as few changes to the employment contract templates as possible.

• Global Expansion:

  • Assist our global expansion team with the transfer of employees from our ICPs to our in-house entities.

  • Coordinate with relevant stakeholders to ensure a seamless transition and compliance with local regulations.

• Attend Meetings:

  • Join and actively participate in team meetings with colleagues and management.

  • Where required, take time to prepare accordingly before each meeting.

• Usage of Tools:

  • Utilize our internal tools, including CRM systems, to facilitate effective communication with clients and employees.

  • Use open, internal channels of communication with colleagues to ensure transparency and encourage a culture of knowledge sharing.

• Debit Note:

  • Prepare initial debit notes and ensure prompt client payment by following up when necessary.

  • Take ownership of the payment process, tracking outstanding payments and coordinating with the finance team to ensure timely resolution.

• Check-in:

  • After the employee's first payroll cycle, check in with the employee and client to gather feedback and ensure a positive onboarding experience.

  • Address any concerns or challenges promptly, and collaborate with the client and internal teams to provide effective solutions that align with their needs and expectations.

Key Qualifications:

• Experience in the administration of employee benefits would be of great benefit. Candidates with global benefits experience (setup, administration, maintenance) preferred.

• Bachelor's degree in Human Resources, Business Administration, or a related field. Equivalent work experience in onboarding or HR administration may also be considered.

• Proven experience in onboarding, HR administration, or a related role, preferably in an Employer of Record (EOR) or Professional Employer Organization (PEO) environment. Familiarity with global onboarding processes and compliance requirements is highly desirable.

• Strong understanding of employment laws, regulations, and compliance standards, both locally and internationally. Knowledge of best practices in employee onboarding, contract drafting, and HR documentation management.

• Excellent verbal and written communication skills, with the ability to convey complex information clearly and effectively to clients and employees. Strong interpersonal skills to build relationships and collaborate with internal teams and external stakeholders.

• Strong organizational skills and attention to detail to manage multiple onboarding processes simultaneously. Ability to prioritize tasks, meet deadlines, and maintain accurate and confidential records.

• Strong analytical and problem-solving skills to identify and address issues during the onboarding process. Ability to make sound decisions and escalate critical matters appropriately.

• Proficiency in using HR software, CRM systems, and other relevant tools for onboarding and communication, ideally Freshdesk, HubSpot and Confluence. Ability to quickly learn and adapt to new technologies.

• Ability to work in a fast-paced, dynamic environment with changing priorities and deadlines. Willingness to adapt to new processes, policies, and tools as the organization evolves.

• Ability to work collaboratively with cross-functional teams, including client success, finance, payroll, legal, and sales, to ensure a seamless onboarding experience for clients and employees. Strong team player with excellent interpersonal skills.

• Strong customer service orientation and commitment to delivering an exceptional client experience. Ability to effectively manage client expectations and provide solutions to meet their needs.

• Awareness and understanding of cultural differences and the ability to work with diverse international clients and employees.

• Demonstrated professionalism, integrity, and the ability to handle sensitive and confidential information with discretion.