Ohmstede Industrial Services, Inc. Job Template HR Onboarding Assistant

About Us

We offer fully integrated field services including management and execution of turnarounds, specialty maintenance, nested maintenance, and small capital projects. Our values, culture, and mindset are to complete each project safely, per specification, within budget, and on schedule.

Job Summary

The HR Onboarding Assistant is responsible for providing administrative support to the HR Processors throughout the hiring and onboarding process. This role serves as a key point of contact for applicants and newly hired employees, ensuring a professional, efficient, and positive onboarding experience. Responsibilities include, but are not limited to, answering and directing phone calls, greeting visitors, assisting with the processing of new hires through the entire onboarding process, and maintaining accurate employee records and documentation.

The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities in a fast-paced environment, and committed to delivering exceptional support to employees, hiring managers, and HR team members.

This role is on-site at the Deer Park, TX HR office.

Essential Duties & Responsibilities

• Assist visitors and applicants who come to the hiring office to inquire about employment opportunities.
• Serve as a primary support resource to the HR Processors assisting the employee with their onboarding process.
• Schedule and coordinate employee appointments for:
• Drug and alcohol screenings
• Background checks
• Respirator fit testing
• Medical evaluations, as required
• Safety Council classes and site-specific orientation
• Contact prospective employees to communicate assignment details, including position, work location, shift schedule, pay rate, and project information.
• Collect and verify required onboarding information, including email address, phone number, driver''s license or state-issued identification, and other required documentation.
• Generate onboarding events and initiate the onboarding process within company systems.
• Monitor and follow up on the completion of drug screenings, background checks, fit testing, and Safety Council training to ensure all requirements are satisfied before the employee''s start date.
• Accurately document onboarding progress, compliance status, and completed requirements within echart and Vista Onboarding and upload onboarding documentation, ensuring accuracy and completeness of employee records.
• Serve as a point of contact for employees throughout the onboarding process, providing professional customer service and timely resolution to questions and concerns.
• Assist with the monthly DISA Random process.
• Ensure confidentiality of employee information and compliance with company policies, customer requirements, and applicable employment regulations.
• Work effectively in a fast-paced environment while managing multiple priorities and deadlines.
• Ability and willingness to work overtime, evenings, and weekends to support hiring demands, onboarding activities, and project schedules.

Qualifications

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• High School Diploma or GED required.
• Minimum of 2 years of experience in Human Resources, recruiting, employee onboarding, or administrative support preferred.
• Proficient in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Proficiency with DISA for drug screening, background checks, and compliance monitoring preferred.
• Experience coordinating employee enrollment in Safety Council training and site-specific orientation programs preferred.
• Experience working in industrial, manufacturing, refinery, petrochemical, construction, or contractor services environments is highly desirable.
• Strong written and verbal communication skills
• Strong interpersonal skills
• Ability to work successfully in a team environment
• Ability to work effectively in a fast-paced environment while maintaining accuracy and attention to detail.
• Ability to adapt to changing priorities.
• Effective organizational and time management skills.
• Discretion and the ability to keep data confidential.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.