Onboarding Operations Coordinator

** Company Description*
* Arvato is an innovative and leading global 3PL service provider in supply chain management and e-commerce. With 20,000 team members at over 100 locations, we focus on the Consumer Products, Tech, Healthcare, Automotive and Publisher industries.

You will work in an environment built on collaboration, respect, commitment and curiosity, where you can grow, contribute your ideas, and make an impact. Be part of the team that delivers logistics excellence and shapes supply chains globally. Working at Arvato means:
Together, we're on it.

** Job Description*
* The Onboarding Operations Coordinator is responsible for coordinating and managing the end-to-end process of onboarding employees into customer systems. This position serves as the primary point of contact between IBOS Operations, employees, internal support teams, and the customer for account setup, system access, customer-provided equipment, and onboarding-related issues.

The coordinator ensures that new employees receive the system access and customer-provided equipment required to perform their assigned responsibilities. The role monitors onboarding and access requests through completion, resolves access issues, maintains accurate records, escalates unresolved concerns, and provides timely updates to stakeholders.

The position is also responsible for managing and tracking customer-provided equipment, including phones and laptops. This includes maintaining accurate assignment records, completing routine physical inventory counts, monitoring device activity through smart locker reports, investigating discrepancies, and reporting lost, missing, or damaged equipment.

+ Customer-Provided Equipment and Smart Locker Management

+ Manage and track customer-provided equipment, including phones, laptops, accessories, and other assigned devices.

+ Maintain accurate records showing the location, status, condition, and assigned employee for each device.

+ Coordinate the assignment, return, reassignment, and storage of customer-provided equipment.

+ Ensure employees properly sign devices in and out using the designated smart locker system.

+ Manage smart locker access and device-assignment records.

+ Review smart locker reports regularly to monitor device checkouts, returns, assignments, and usage activity.

+ Investigate devices that are overdue, not returned, assigned incorrectly, or not accounted for in the smart locker reports.

+ Follow up with employees and operational leaders regarding missing devices, incomplete returns, or equipment discrepancies.

+ Perform regular physical inventory counts and reconcile results against equipment trackers and smart locker reports.

+ Document and investigate differences between the physical inventory, equipment-assignment records, and smart locker activity.

+ Inspect returned equipment and document its condition.

+ Report lost, missing, damaged, or unaccounted-for equipment to the appropriate customer and internal stakeholders.

+ Maintain documentation for equipment damage, loss, return, and replacement.

+ Coordinate the return or replacement of damaged equipment according to established customer requirements.

+ Ensure unused and returned equipment is stored securely and remains properly accounted for.

+ Support periodic equipment audits and provide accurate inventory and accountability records when requested.

+ Identify recurring equipment-control issues and recommend improvements to the assignment, return, storage, and tracking processes.

+ Develop and maintain clear work instructions for equipment checkout, return, smart locker use, physical inventory counts, and damage reporting.

Equipment Accountability Measures

The coordinator's equipment-management responsibilities may be measured through:

+ Accuracy of customer equipment inventory records

+ Percentage of customer devices assigned to an identifiable employee or secure storage location

+ Completion of required physical inventory counts

+ Timely reconciliation of inventory discrepancies

+ Accuracy of smart locker assignment and activity records

+ Timeliness of device returns during employee offboarding or role changes

+ Number and age of unresolved missing-equipment cases

+ Timely reporting of lost or damaged equipment

+ Compliance with device checkout, return, storage, and accountability requirements

** Qualifications*
* + High school diploma or equivalent required.

+ 1-3 years of experience in operations, administration, onboarding, customer service, inventory management, or a related field.

+ Strong organizational and time-management skills.

+ Ability to manage multiple tasks and deadlines in a fast-paced environment.

+ Strong attention to detail and accuracy.

+ Effective written and verbal communication skills.

+ Proficiency with Microsoft Office, including Excel, Outlook, and Teams.

+ Ability to maintain confidential and sensitive information.

+ Strong problem-solving and follow-up skills.

+ Ability to work independently and as part of a team.

+ Experience maintaining records, trackers, or…