Onboarding Specialist

Who We Are

We are women-owned and operated, with over 50 years of expertise as a leading environmental solutions provider, focused on infection prevention for complex facilities. As a local and privately held company, we are agile and can maneuver quickly to support the needs of our people and clients. One of our greatest strengths is our Culture of Caring. From our CEO to the front-line staff, Servicon embodies our vision of creating healthy environments for people to thrive. Servicon focuses on three essential elements for establishing a Culture of Caring and Excellence: People, Programs, and Performance. These components represent our strong value alignment, positively impacting patient care, infection prevention, and throughput.

The Role

The Onboarding Specialist reports to the L&D Manager, with a dotted line to the Executive Director, People & Culture. This role supports a positive and organized new hire experience by coordinating pre-employment activities, onboarding documentation, orientation logistics, system access requests, and employee follow-up. This role partners closely with Human Resources, Recruiting, hiring managers, Payroll, IT, Operations, and new hires to ensure onboarding activities are completed accurately, timely, and in compliance with company policies and applicable requirements.

What You Will Do

• Coordinate the end-to-end onboarding process for assigned new hires, including pre-employment steps, start-date preparation, orientation scheduling, and first-week follow-up.
• Prepare, collect, review, and track new hire documentation to ensure accuracy, completeness, and timely completion.
• Support background check, employment verification, I-9, policy acknowledgment, and other onboarding requirements in accordance with company procedures.
• Maintain accurate onboarding records, employee files, checklists, and tracking tools while ensuring confidentiality of employee information.
• Serve as a point of contact for new hires by answering routine onboarding questions and providing clear, professional, and timely communication.
• Coordinate with Recruiting, HR, Payroll, IT, hiring managers, and Operations to confirm start dates, equipment needs, system access, schedules, and role-specific requirements.
• Assist with new hire orientation sessions, onboarding presentations, welcome communications, and related administrative preparation.
• Enter and update onboarding-related data in HR systems, applicant tracking systems, employee files, and shared tracking resources.
• Monitor onboarding progress, identify missing new hire information or delays, and escalate issues as needed to support a smooth new hire experience.
• Support process improvements, onboarding workflow updates, standard operating procedures, templates, and training materials as assigned.
• Maintain confidentiality of employee personal information, employment documentation, and HR records.
• Other responsibilities and assignments as identified or assigned.

What It Takes To Be Successful

• High school diploma or equivalent required; associate or bachelor's degree in Human Resources, Business Administration, Communications, or related field preferred.
• 2-3 years of experience in onboarding, human resources, recruiting coordination, employee support, administration, or a related role preferred.
• Basic knowledge of onboarding processes, HR administration, employment documentation, employee records, and compliance-related requirements preferred.
• Experience using HRIS, applicant tracking systems, onboarding platforms, ticketing systems, or document management tools preferred.
• Proficient with Microsoft Office Suite, Outlook, Teams, Excel, shared drives, and basic reporting or tracking tools.
• Strong presentation skills, attention to detail, organization, follow-through, task management, and ability to meet deadlines in a fast-paced environment.
• Ability to handle confidential and sensitive employee information with professionalism and discretion.
• Strong customer service, written and verbal communication, problem-solving, and interpersonal skills.
• Ability to work collaboratively with HR, Recruiting, Payroll, IT, Operations, employees, managers, and external vendors.
• Spanish speaking preferred.

Environment: Working hybrid in an office environment, with long periods of computer use and sitting. May be required to travel to the field sites to conduct new hire orientations. Weekends on occassion.

Why You Will Love It Here

• The satisfaction of driving real change in the industry and people's lives
• A diverse community of people who are driven by a shared purpose
• A business that acts with integrity in all interactions with co-workers, leaders, and customers
• We value others and build success by appreciating differences in thought, opinion, background, skills, and perspectives
• An environment of continuous learning and development
• Flat organizational structures which elevate employees' level of responsibility
• Meaningful opportunities for professional development and mentoring
• This is a hybrid role with 1-2 times in office a week as needed