Senior Talent Acquisition Coordinator

JOB SUMMARY:

 The Senior Talent Acquisition Coordinator manages onboarding for Trace3’s full-time new hires and contingent workers, including contractors, consultants, and temporary staff engaged through staffing partners. This role ensures a seamless, positive experience from offer acceptance through Day 1 readiness by coordinating pre-employment and pre-assignment requirements, including background checks, drug screenings, documentation, system access, and company, client, regulatory, and contractual obligations. The Senior Talent Acquisition Coordinator partners closely with People and Organizational Health, Talent Acquisition, IT, Payroll, Hiring Managers, staffing agencies, workforce suppliers, and the Vendor Management Team to track milestones, resolve outstanding items, escalate compliance risks or delays, and maintain accurate workforce records. This position also supports onboarding and integration activities for teammates joining Trace3 through acquisitions, contributes to broader POH initiatives and projects, and helps deliver a consistent, high-quality entry experience for all incoming talent.

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Own and coordinate the onboarding lifecycle for full-time new hires from offer acceptance through Day 1 readiness, ensuring a seamless and positive start experience.
• Serve as a primary point of contact for candidates, new hires, hiring managers, and internal partners throughout the onboarding process.
• Administer and track pre-employment requirements, including background checks, drug screenings, offer documentation, onboarding forms, system access requests, and other readiness activities.
• Partner with Talent Acquisition, People Partners, Payroll, IT, Hiring Managers, and other stakeholders to align onboarding tasks, resolve outstanding items, and support timely start dates.
• Facilitate new hire communications, onboarding schedules, orientation logistics, and milestone reminders to promote clarity and engagement before start date.
• Coordinate the end-to-end onboarding process using Beeline (VMS) for contingent workers, contractors, consultants, and temporary staff, ensuring all company, client, regulatory, and contractual requirements are completed before assignment start dates.
• Serve as the key onboarding liaison for staffing agencies, workforce suppliers, the Vendor Management Team, and internal stakeholders regarding documentation, assignment readiness, and worker status updates.
• Monitor onboarding progress, identify risks or delays, and escalate compliance concerns, documentation discrepancies, or start-date issues to appropriate stakeholders.
• Prepare and maintain reports, dashboards, workflow trackers, and service-level updates related to onboarding activity, contingent workforce readiness, and operational performance.
• Maintain accurate and confidential onboarding records, employee files, contingent worker documentation, and system data in accordance with company processes and compliance requirements.
• Support onboarding and integration activities for teammates joining Trace3 through acquisitions, including coordination of documentation, communications, and stakeholder follow-up as needed.
• Assist with onboarding audits, data validation, process documentation, and recruitment operations reporting to support accuracy, compliance, and continuous improvement.
• Identify opportunities to streamline onboarding processes, improve stakeholder experience, and recommend enhancements to People and Organizational Health leadership.
• Support special projects and broader People and Organizational Health initiatives as assigned.
• Perform other job-related duties as assigned.

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor’s Degree in Human Resources or relevant field preferred.
• 3+ years of experience in Talent Acquisition coordination, onboarding, recruiting operations, HR operations, or related human resources function.
• Experience supporting the onboarding of fulltime and contingent workforces, including management of background checks, documentation, and company, client, and regulatory compliance
• Proven ability to identify, escalate, and mitigate onboarding risks, delays, and compliance concerns to ensure timely workforce
• Experience working with Applicant Tracking Systems, Human Resources Information Systems, and onboarding technologies. Experience with Greenhouse and UKG are a plus.
• Experience utilizing Vendor Management Systems (VMS), such as Beeline, to track contingent workforce onboarding, assignments, extensions, and workforce
• Strong relationship management skills with the ability to build effective partnerships across Human Resources, Talent Acquisition, IT, Payroll, Procurement/Vendor Management, and business
• Ability to manage and coordinate information with a high level of confidentiality.
• Outstanding interpersonal and communication (in-person, written, over the phone) skills and able to effectively interface with all levels of employees up to executive leadership.
• Highly organized, detail-oriented, excellent time management skills and able to effectively prioritize tasks in a fast-paced, high-volume, and evolving work environment.
• Ability to approach requests with a proactive and consultative manner; listen and understand user requests and needs and effectively deliver.
• Comfortable managing multiple and changing priorities, and meeting deadlines in an entrepreneurial environment.
• Motivated self-starter who loves to troubleshoot and solve challenging problems.

PHYSICAL DEMANDS:

While performing the standard duties of this job, the ability to communicate effectively in person, over the telephone or by email, depending upon the nature of the task you are performing, is essential to fulfilling the duties of this position.

WORK ENVIRONMENT:

If working at a Trace3 office, the employee is frequently surrounded by other employees and their conversations on the telephone and in person.  The noise level and indoor office temperature may vary.