Onboarding Assistant (Temporary)
Position Summary
We are seeking a detail-oriented and organized Onboarding Assistant to support the recruitment and HR team with coordinating and facilitating the onboarding process for new hires. This role will serve as a key point of contact for candidates, hiring managers, and internal stakeholders to ensure a smooth, timely, and positive onboarding experience from offer acceptance through successful onboarding completion.
The ideal candidate thrives in a fast-paced environment, possesses strong communication and follow-up skills, and can effectively manage multiple priorities while maintaining accuracy and compliance.
Location: Novato, CA
Work Type: Ongoing Contract, Fully Onsite
Pay: $30 - $32, depending on experience
Schedule: Monday to Friday, 8 am to 4:30 pm
Key Responsibilities
Support recruiters with onboarding activities for new hires and workforce transitions.
Maintain ongoing communication with candidates, recruiters, hiring managers, and internal stakeholders to ensure timely completion of hiring requirements.
Review and monitor onboarding documentation, including employment applications, background screenings, immigration documents, pre-employment health requirements, immunizations, and related hiring paperwork.
Coordinate onboarding logistics and serve as a primary point of contact for candidate questions and follow-up communication.
Manage and maintain candidate and onboarding records within the iCIMS Applicant Tracking System (ATS).
Process background checks and collect required onboarding documentation.
Generate and maintain weekly onboarding reports for leadership and management review.
Ensure compliance with required certifications, licenses, and position-specific onboarding requirements.
Assist new hires with post-employment requirements, including physicals and immunization follow-up.
Provide regular onboarding status updates to hiring managers and key stakeholders.
Track and process volunteer and intern applications and coordinate onboarding activities as needed.
Evaluate current onboarding processes and identify opportunities to improve workflows and increase efficiency.
Collect feedback from new hires to improve onboarding procedures and enhance the employee experience.
Build collaborative relationships with hiring managers, HR partners, and internal teams to create a consistent and standardized onboarding process.
Qualifications
3+ years of experience in onboarding, recruiting coordination, HR administration, or related support functions preferred.
Experience supporting high-volume onboarding or recruiting activities strongly preferred.
Familiarity with Applicant Tracking Systems (ATS), preferably iCIMS.
Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously.
Excellent verbal and written communication skills.
Strong attention to detail and ability to handle confidential information appropriately.
Proficiency with Microsoft Office Suite, including Outlook, Excel, and Word.
Ability to work independently and collaboratively within a team environment.
Preferred Skills
Knowledge of onboarding compliance requirements and employment documentation processes.
Process improvement mindset with the ability to identify efficiencies and streamline workflows.
Customer service-oriented approach with strong interpersonal skills.
Benefits: Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, an EAP program, and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.
Pay Details: $30.00 to $32.00 per hour
Search managed by: Kenneth Agojo
Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.
Equal Opportunity Employer/Veterans/Disabled
Military connected talent encouraged to apply
To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy
The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.