Onboarding Coordinator

The Ruhlin Company

The Ruhlin Company seeks to hire an Onboarding Coordinator
. The opening is based out of Ruhlin's Sharon Center office. This position reports to the HR Manager.

Administer the company’s onboarding process for new hires. Serve as the primary liaison between Human Resources and all divisions and departments to ensure a smooth, compliant transition into the company. Coordinate onboarding logistics and communication. Continuously evaluate and improve onboarding practices to strengthen compliance, efficiency, and the new hire experience.

• Communicate with new hires regarding start dates, onboarding schedules, required documentation, and pre-employment requirements.
• Serve as the primary point of contact for new hires, responding to onboarding-related technical and policy questions.
• Prepare and maintain onboarding materials and spaces, including PPE and technology (iPads and accessories).
• Manage the onboarding experience from offer acceptance through first day readiness.
• Ensure a consistent, professional, and welcoming onboarding experience for all new hires.
• Assist with new hire surveys and analyze onboarding feedback to identify improvement opportunities.

• Maintain confidentiality and ensure compliance with applicable employment laws, regulations, and company policies.
• Track onboarding progress through the Employee Portal onboarding dashboard to ensure timely completion of all required tasks and documentation.
• Follow up with the new hires to collect missing or incomplete documentation (e.g., I-9 verification, OSHA 10-HR, and other required records).

• Serve as the primary point of contact between Human Resources and all departments and divisions to coordinate onboarding requirements and timelines.
• Train project staff and Project Coordinators on onboarding procedures and requirements; provide ongoing guidance and support as needed.
• Coordinate with the Safety Department to identify, schedule, and communicate project-specific and regulatory training requirements.
• Administer and facilitate project-specific onboarding training requirements (e.g., eRailSafe, ISNetworld, and similar platforms).

• Coordinate with third-party vendors to facilitate pre-employment screening and testing.
• Monitor pre-employment screening results and notify the Human Resources Manager of issues, delays, or non-compliance.
• Schedule and maintain ICRA, and other client-required training, ensure required files are updated, and enter employee training data into HCSS.
• Run and review Motor Vehicle Reports (MVRs) for new hires with Human Resources Manager oversight.
• Coordinate scheduling and completion of required pre-employment testing including drug and alcohol screening, tuberculosis, lead, respirator, PAPR, DOT, FRA, and FMCSA requirements.
• Ensure all required testing, training, and credentialing documentation is received, reviewed, and properly retained.

• Identify inefficiencies in onboarding processes and recommend improvements to the Human Resources Manager.
• Research onboarding best practices and tools; recommend enhancements to improve efficiency, consistency, and the new hire process.
• Maintain onboarding metrics and prepare weekly status reports for the Human Resources Manager.
• Lead or support onboarding-related projects, including the development and maintenance of onboarding materials (e.g., checklists, guides, videos).
• Maintain onboarding SOPs and related process documentation.
• Create, update, and maintain onboarding checklists by position.

• Assist with the planning and coordination of employee events and recognition programs.
• Support Human Resources initiatives and projects, including process improvements, training programs, and compliance related activities.
• Attend hand-off meetings and coordinate with project teams to ensure jobsites maintain required labor law postings, notices, and other required documentation.
• Perform additional assignments as directed by the Human Resources Manager.

• Bachelor’s degree in human resources, business administration or related field preferred.
• HR certification a plus.
• One to three years of human resources experience preferred.
• Working knowledge of employment-related laws, regulations, and onboarding best practices.
• Strong time management and organizational skills.
• Proficiency with Microsoft 365.
• Excellent interpersonal and communication skills.
• Ability to travel occasionally within Ohio.
• Team focused mindset with the ability to build strong working relationships.
• Commitment to company values.

Direct Report(s): None

The Ruhlin Company was founded on a corporate philosophy of partnership. For over 100 years we have created cooperative relationships with our clients by listening closely to their needs and successfully translating their visions into reality. Client…