Onboarding Specialist

Job Title: Onboarding Specialist (temporary)

Location: Tampa, FL / Remote

Department: Talent Acquisition

Role Summary:

Trulieve is seeking a highly organized, customer-focused, and proactive Onboarding Specialist to own and deliver an exceptional onboarding experience for all newly hired employees. This role serves as the primary point of contact for candidates and hiring managers throughout the onboarding journey, ensuring a seamless transition from offer acceptance through Day One and beyond.

The Onboarding Specialist is responsible for managing the full onboarding lifecycle while delivering a white-glove experience that reflects Trulieve's commitment to employee engagement, operational excellence, and service. This position requires a high degree of autonomy, sound judgment, and the ability to independently manage priorities while driving a consistent and positive experience for candidates, new hires, and business leaders. As a key member of the Talent Acquisition team, the Onboarding Specialist continuously evaluates onboarding processes, identifies opportunities for improvement, and partners cross-functionally to enhance employee readiness, engagement, and retention. The ideal candidate is innovative, solutions-oriented, detail-focused, and passionate about creating exceptional first impressions that strengthen Trulieve's employer brand.

Key Duties and Responsibilities:

• Own and manage the end-to-end onboarding experience for all assigned new hires from offer acceptance through successful integration into the organization.
• Deliver a high-touch, white-glove onboarding experience for both corporate candidates and hiring managers, ensuring consistent communication, responsiveness, and support throughout the onboarding journey.
• Serve as the primary onboarding subject matter expert and trusted partner for candidates, hiring managers, Human Resources, IT, Security, and other key stakeholders.
• Proactively communicate with candidates via phone, email, and text to provide guidance, answer questions, and ensure timely completion of onboarding requirements.
• Partner with hiring managers to ensure readiness for new employee start dates, including equipment requests, badge access, workspace preparation, and orientation scheduling.
• Monitor and manage onboarding requests through Zendesk, shared inboxes, and other support channels while maintaining service-level expectations.
• Oversee candidate data management within the Applicant Tracking System (ATS) and onboarding platforms, ensuring accuracy, compliance, and data integrity.
• Coordinate and track all pre-employment requirements, including background screenings, I-9 documentation, fingerprinting, and other onboarding compliance activities.
• Prepare onboarding schedules and ensure all required resources, systems access, technology, and training requirements are in place prior to employee start dates.
• Maintain regular communication with new hires and managers to assess onboarding effectiveness and identify opportunities to improve the overall experience.
• Develop and maintain onboarding dashboards, readiness reports, and metrics within Smartsheet and other reporting tools.
• Analyze onboarding data and provide recommendations that improve operational efficiency, candidate satisfaction, retention, and engagement.
• Identify process gaps and independently implement improvements to elevate the onboarding experience and support organizational growth.
• Support special projects and onboarding initiatives that enhance the employee experience and strengthen Talent Acquisition operations.
• Exercise independent judgment in managing onboarding priorities while ensuring a high level of customer service and operational excellence.
• Other duties as assigned.

Skills and Qualifications:

• 3+ years of experience in onboarding, talent acquisition, human resources, employee experience, or a related field.
• Demonstrated experience managing onboarding programs or employee lifecycle processes in a fast-paced environment.
• Strong knowledge of HR systems, applicant tracking systems, onboarding platforms, and candidate management tools.
• Exceptional customer service mindset with the ability to build strong relationships across all levels of the organization.
• Outstanding verbal and written communication skills.
• Proven ability to work independently, prioritize competing demands, and take ownership of outcomes with minimal supervision.
• Strong project coordination and organizational skills with exceptional attention to detail.
• Experience analyzing data, maintaining dashboards, and utilizing metrics to drive process improvements.
• Knowledge of HR practices, employment documentation, and compliance requirements.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Proficiency with Microsoft Office Suite, Smartsheet, and collaboration platforms.
• Ability to pass Level 2 Background Screening.
• Must be at least 21 years old (State Law).

Preferred Qualifications:

• Experience supporting high-volume hiring environments.
• Experience with SuccessFactors, Zendesk, or similar HR and onboarding technologies.
• Continuous improvement, project management, or employee experience program exposure.

Work Schedule:

• Full-time salaried position with flexibility to support business and operational needs.
• Must be available to work occasional evenings and weekends if needed.
• Ability to manage workload independently and prioritize responsibilities in a dynamic, fast-paced environment.

Success Measures:

The successful Onboarding Specialist will:

• Deliver a best-in-class, white-glove onboarding experience for candidates and hiring managers.
• Maintain high levels of candidate and manager satisfaction throughout the onboarding journey.
• Ensure onboarding milestones and compliance requirements are completed accurately and on time.
• Drive continuous improvement initiatives that enhance efficiency, engagement, and retention.
• Act as the owner and champion of the onboarding experience, creating a seamless transition for every new hire joining Trulieve.