Onboarding Specialist

Summary 

Owns day-to-day execution of the onboarding experience, from the moment an offer is accepted through a new hire's first 60 days. Serves as the single point of contact for new hires before they start, makes sure everything is ready on Day 1, and stays with them through ramp plans, 30-, 45-, and 60-day touchpoints aligned to the 60-day probationary period, and cultural integration. Partners with HR on the transactional steps: Talent Management owns the experience, HR owns the transaction. 

Essential Functions and Responsibilities 

Talent Acquisition 

• Receives a handoff from the Talent Acquisition team at offer acceptance; not involved in sourcing or recruiting. 

• Tracks every new hire's status through onboarding stages. 

Learning & Development 

• Maintains onboarding curriculum content with the Learning & Development Manager and makes sure role-specific training is scheduled before Day 1. 

• Feeds new hire ramp feedback into training improvements. 

• Builds manager onboarding for newly hired and promoted leaders. 

Onboarding & Employee Experience 

• Serves as the single point of contact for every new hire from offer acceptance through Day 1. 

• Owns all pre-onboarding communication: what to expect, start date, reporting location, and first-day details. 

• Requests equipment, vehicles and IT access for each new hire and confirms everything is ready before Day 1; follows up until every ticket is complete. 

• Schedules each new hire's first week, combining the standard orientation agenda with role-specific items from the hiring manager. 

• Coordinates travel and logistics for new hires who start away from headquarters or travel for orientation. 

• Coordinates with the HR Generalist: Talent Management owns the experience, HR owns the transaction (Paylocity setup, I-9, benefits enrollment, policy acknowledgments). Follows up with new hires directly when compliance items are outstanding. 

• Facilitates cultural orientation and makes sure safety orientation is completed in every new hire's first week. 

• Hands each new hire off to the hiring manager and team after Day 1, then owns ramp plans, 30-, 45-, and 60-day touchpoints aligned to the 60-day probationary period, and new hire check-ins. 

• Sends probationary review reminders to the hiring manager and HR at Day 45 and confirms every review is completed before Day 60. 

• Collects new hire feedback through check-ins and 30- and 60-day surveys and flags experience issues to the Talent Manager. 

• Delivers a first-60-days experience thatreflects the employee value proposition. 

Career Mobility 

• Introduces career paths and progression matrices during onboarding. 

Talent Planning & Retention 

• Forecasts onboarding volume from the hiring plan. 

• Tracks early retention and 60-day survey results; flags ramp risks to the hiring manager and Talent Manager before the end of the probationary period. 

• Owns all new hire checklists, trackers, and status reports. 

Talent Team Management & Growth 

• Coaches new hires and their managers through ramp. 

• Flags recurring onboarding breakdowns and recommends process fixes to the Talent Manager. 

Required Qualifications 

• Bachelor's degree or equivalent experience. 

• 2+ years in onboarding, HR or recruiting coordination, or operations coordination. 

• Highly organized, with a track record of managing many moving pieces against firm deadlines. 

• Clear, warm, professional communication with new hires, managers, and internal teams. 

• Comfortable with Microsoft Office and with tracking work in shared systems. 

• Handles confidential employee information with discretion. 

• Experience with Paylocity and Greenhouse preferred. 

• Experience onboarding a field, construction, or multi-site workforce preferred. 

• Experience coordinating IT and equipment setup for new employees preferred. 

Success Factors and Company Values 

• Professionalism: Makes every new hire's first 60 days reflect well on the company. 

• Exceeding Expectations: Catches ramp risks before the end of the probationary period. 

• Mutual Respect: Meets new hires where they are; advocates for their success. 

• Integrity: Gives honest ramp feedback to managers and the Talent Manager. 

• Safety: Ensures safety orientation is completed in every new hire's first week. 

Work Environment and Physical Demands 

This role is based primarily in a standard office environment, with occasional travel to offices and project sites for orientation and new hire check-ins. Work on active sites requires following all site safety protocols and appropriate personal protective equipment. Duties occasionally require standing, walking, and lifting up to 20 pounds.