Sr. Onboarding Specialist

Job Description:

The Senior Onboarding Specialist is responsible for leading and coordinating onboarding programs and processes that support the successful integration of new employees into the organization. This role contributes to organizational objectives by ensuring an exceptional new hire experience, maintaining compliance with employment requirements, improving onboarding effectiveness, and supporting workforce readiness. The position serves as a subject matter expert for onboarding processes and partners closely with Talent Acquisition, Human Resources, Payroll, Information Technology, Facilities, and operational leaders to ensure a seamless transition for new hires. This role also provides guidance to onboarding team members and supports continuous improvement initiatives that enhance employee engagement and retention.

Primary Duties:

• Coordinate and oversee the end-to-end onboarding process for newly hired employees, rehires, and internal transfers.
• Monitor completion of pre-employment requirements, including background checks, employment eligibility verification, onboarding documentation, and compliance-related activities.
• Review pre-employment screening results and escalate concerns to Human Resources leadership as appropriate.
• Communicate with new hires regarding start dates, onboarding schedules, required documentation, and onboarding expectations.
• Coordinate onboarding logistics and ensure workstations, equipment, access credentials, and required resources are available prior to employee start dates.
• Prepare and facilitate new hire orientation sessions, presentations, onboarding materials, and employee welcome activities.
• Complete and verify employment eligibility documentation, including Form I-9 compliance and related records management requirements.
• Enter and maintain employee onboarding information within HRIS systems and onboarding platforms.
• Serve as a primary point of contact for onboarding-related inquiries from employees, managers, and internal stakeholders.
• Track onboarding metrics and maintain accurate records regarding onboarding status, orientation attendance, and program effectiveness.
• Partner with Human Resources, Talent Acquisition, Payroll, Information Technology, Facilities, Security, and operational teams to ensure a positive onboarding experience.
• Identify opportunities to improve onboarding processes, employee engagement, and overall new hire effectiveness.

• Primary Duties May Include, But Are Not Limited To:

• Assist with recruiting events, hiring fairs, workforce development programs, and candidate engagement activities.
• Support onboarding technology implementations and process improvement initiatives.
• Develop onboarding materials, resources, communication templates, and training documentation.
• Mentor and provide guidance to Onboarding Specialists and Human Resources team members regarding onboarding procedures and best practices.
• Assist with compliance audits and Human Resources reporting activities.
• Performs other duties as assigned.

Job Requirements

Education and Experience Requirements:

• Requires a high school diploma or general education degree (GED);
• 4+ years of experience in onboarding, talent acquisition, human resources, employee services, recruiting coordination, or a related field,
• Or any combination of education and experience which would provide an equivalent background.

Preferred:

• Bachelor's degree in Human Resources, Business Administration, Psychology, Communications, or a related discipline.
• Experience supporting large-scale onboarding programs, employee engagement initiatives, and Human Resources operations preferred.

Knowledge, Skills, and Abilities:

• Strong knowledge of onboarding processes, employment eligibility verification requirements, and Human Resources administrative practices.
• Working knowledge of Form I-9 compliance, E-Verify, background screening processes, and employment documentation requirements.
• Strong customer service and employee experience focus.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project coordination capabilities.
• High attention to detail and commitment to accuracy.
• Proficiency with HRIS systems, onboarding platforms, Microsoft Office applications, and business software tools.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to maintain confidentiality and appropriately handle sensitive employee information.
• Ability to collaborate effectively with employees, managers, and business partners at all organizational levels.

Essential and Physical Functions:

• Ability to coordinate multiple onboarding activities and deadlines simultaneously.
• Strong analytical, organizational, and problem-solving capabilities.
• Ability to communicate effectively with employees, managers, candidates, and business partners.
• Ability to maintain confidentiality and exercise sound judgment regarding employee information.
• Ability to facilitate presentations and group orientation sessions.
• Ability to sit or stand for extended periods while performing work activities.
• Frequent use of computers, telephones, HRIS systems, and office equipment.
• Visual acuity sufficient to review onboarding records, reports, and electronic information.
• Ability to occasionally lift up to 10 lbs.
• Occasional participation in orientation sessions, events, meetings, and employee engagement activities requiring standing or walking.

Work Environment:

• Perform work primarily in an office environment with regular interaction across Human Resources, Talent Acquisition, Payroll, Information Technology, Facilities, management, and employees.
• Frequent use of computers, HRIS platforms, onboarding systems, telephones, and office equipment.
• Regular interaction with new hires, employees, managers, and business partners to support onboarding activities and employee integration.
• Occasional visits to manufacturing and operational areas may be required to support onboarding activities, facility tours, and employee orientation programs.
• Exposure during facility visits may include varying temperatures, noise, dust, and industrial conditions.
• Fast-paced environment requiring strong organizational skills, attention to detail, adaptability, and customer service excellence.

• Compliance with all company policies and procedures to maintain a safe working environment.

Disclaimer:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at a time with or without notice. This job description is not an exhaustive list of all functions that the employee may be required to perform, and the employee may be required to perform additional functions. The company reserves the right to revise this job description at any time. The employee must be able to perform the essential functions of the position satisfactorily. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of the job, absent undue hardship.