Onboarding Assistant | Novato

The Company seeks a detail-oriented Onboarding Assistant to support the recruitment and HR team. This role is 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. 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. Equal Opportunity Employer/Veterans/Disabled We will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including the following: The California Fair Chance Act Los Angeles City Fair Chance Ordinance Los Angeles County Fair Chance Ordinance for Employers #J-18808-Ljbffr