Onboarding Coordinator
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Job Description
Onboarding Coordinator providing a professional and welcoming experience for new employees at FoxHire. Managing communication, documentation, and compliance throughout the onboarding process.
Responsibilities:
- Serve as the primary point of contact for new employees throughout the onboarding process, providing a professional and welcoming experience from first contact through start date
- Handle daily inbound and outbound communication (phone, text, email) with employees, recruiters, and clients regarding onboarding status, documentation needs, and start date readiness
- Manage the electronic onboarding process including pre-hire paperwork and portal completion follow-up
- Track and maintain accurate status for all pending and active employee placements in company systems, ensuring real-time visibility for the Operations and Sales teams
- Maintain a complete and accurate log of all communications with employees, recruiters, and clients for tracking and follow-up purposes
- Monitor the background check and drug screening process, including tracking and reviewing results in coordination with vendors
- Apply the Ops Onboarding Decision Matrix to determine when to clear a candidate versus when to escalate to HR
- Collect, review, and maintain licenses, certifications, immunization records, and other credentialing documents required for placement, particularly for healthcare roles
- Flag expired credentials, incomplete documentation, or compliance gaps to the relevant Operations or HR team members before clearing a worker to start
- Monitor the electronic I-9 process for new hires and rehires in the system
- Escalate Tentative Non-Confirmations (TNCs) and Final Non-Confirmations (FNCs) to HR immediately
- Maintain organized and compliant I-9 files, supporting periodic HR-led audits
- Use the Ops Onboarding Decision Matrix as the primary guide for all onboarding compliance decisions, escalating to HR whenever the situation falls outside routine processing
- Stay current on internal systems, process changes, and any updated onboarding procedures communicated by HR or Operations leadership
- Use and maintain company’s proprietary software (CRM+HRIS) and internal Operations processes with a high degree of accuracy and attention to data integrity
- Perform other duties as assigned by the Operations Manager
Requirements:
- High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Human Resources, or a related field preferred
- 1-3 years of office experience required; HR or staffing industry experience is a plus (internships considered)
- 1 year or more of professional onboarding experience required
- Excellent written and verbal communication skills with a professional, customer-service-oriented approach
- Strong organizational skills and outstanding attention to detail - accuracy in this role is critical
- Comfortable managing multiple open tasks simultaneously in a fast-paced environment
- Strong technical aptitude; experience with HRIS platforms, Google Suite, Slack, or ATS systems is a plus
- Familiarity with federal, state, and local employment regulations (FCRA, I-9/E-Verify, ACA) is a plus
- Ability to handle sensitive and confidential information with discretion
- High energy, positive attitude, growth mindset, and a genuine team-player mentality
Benefits:
- Tuition reimbursement
- Remote or hybrid work options
- $400 toward home office furniture
- Laptop, monitors, and other necessary computer equipment provided
- Bi-weekly internet stipend
- 128 hours of PTO in the first year (pro-rated amount given on day one)
- Ten company-paid holidays
- Two weeks of paid parental leave for births and adoptions
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