Onboarding Specialist

About the job Onboarding Specialist

Note:
Strictly for candidates with the Unites States only.

The Onboarding Specialist will be responsible for managing the onboarding process for new hires, ensuring they have a smooth transition into their roles  will serve as the primary point of contact for new employees during their initial days with the company and guide them through a structured onboarding journey. This includes everything from handling administrative tasks, to introducing company culture, and ensuring that all regulatory and compliance requirements are met.

The ideal candidate will have a deep understanding of HR processes, strong interpersonal skills, and a passion for helping new employees feel welcome and confident in their new positions. You will work closely with HR, department managers, and various teams to ensure that new hires receive a comprehensive, positive, and engaging experience that sets them up for long-term success within the company.

Key Responsibilities:

Onboarding Program Management:

• Coordinate and manage the end-to-end onboarding process for all new hires, ensuring a consistent and positive experience for every employee.
• Prepare and organize onboarding schedules, materials, and welcome kits.
• Oversee the completion of necessary paperwork and documentation, including tax forms, benefits enrollment, confidentiality agreements, and company policies.
• Ensure all new hires have the necessary access to tools, systems, and resources required for their roles (e.g., email setup, IT access, software permissions).

New Employee Orientation:

• Lead and facilitate the companys orientation sessions, providing new hires with an introduction to Civi Tronixs culture, values, mission, and organizational structure.
• Provide information about company policies, benefits, and procedures in an engaging and easy-to-understand manner.
• Introduce new employees to key team members and assist with the logistics of their first day, including workplace tours, introductions, and office setup.

Employee Support & Engagement:

• Serve as the main point of contact for new hires throughout their onboarding journey, addressing any questions, concerns, or issues.
• Ensure new hires feel welcomed and supported by proactively checking in during their first few weeks and months.
• Provide ongoing guidance on company resources, tools, and programs, helping employees to feel more connected to the organization.

Compliance & Documentation:

• Ensure that all onboarding documents are completed in a timely manner and stored securely in compliance with company policies and legal requirements.
• Verify that all necessary regulatory requirements (e.g., I-9 verification, work eligibility) are met during the onboarding process.
• Maintain accurate and up-to-date records of each new hires onboarding progress.

Collaboration with HR & Hiring Managers:

• Work closely with the HR team and hiring managers to ensure alignment between job requirements and employee expectations during the onboarding process.
• Assist hiring managers in preparing for new employee arrivals, ensuring that team members have everything needed to support a new hires transition.
• Help manage the flow of information between various departments (e.g., HR, IT, Payroll, Facilities) to ensure a smooth and efficient process.

Feedback & Continuous Improvement:

• Collect feedback from new hires about their onboarding experience to identify areas for improvement.
• Analyze onboarding data and trends to measure effectiveness and suggest enhancements to the program.
• Recommend improvements to the onboarding process based on employee feedback and industry best practices.

Training and Development:

• Assist with the development and delivery of any training programs related to onboarding or initial employee development (e.g., workplace safety, compliance training).
• Work with the HR and Learning & Development teams to align onboarding efforts with ongoing professional development initiatives.

Event Planning & Company Culture Promotion:

• Coordinate social events or team-building activities during the onboarding process to integrate new hires into the company culture.
• Promote Civi Tronix's core values and help new employees understand how they can contribute to the companys mission and success.
• Assist in organizing regular check-ins and follow-up meetings to ensure a successful transition and integration into the company.

Required Qualifications:

• Education:
  • Bachelors degree in Human Resources, Business Administration, or a related field is preferred.
  • Certification in HR (e.g., PHR, SHRM-CP) is a plus but not required.
• Experience:
  • 2+ years of experience in an HR or onboarding role, preferably in a mid to large-sized organization.
  • Experience with HRIS (Human Resource Information System) or onboarding software is highly preferred.
  • Knowledge of employee benefits, labor laws, and compliance requirements related to onboarding and employee documentation.
• Skills and Abilities:
  • Strong organizational and time management skills with a high level of attention to…