Onboarding Specialist

Job Summary

The Onboarding Specialist is responsible for managing the candidate experience from offer acceptance through the first day of employment. This role serves as the primary point of contact during the pre-boarding process, ensuring a seamless, professional, and engaging experience for all new hires. The Onboarding Specialist will coordinate offer documentation, pre-employment requirements, onboarding paperwork, and candidate communications while partnering closely with Recruiting and Human Resources teams. This is a 3-month contract position with the possibility of extension or conversion based on business needs and performance.

Job Responsibilities

• Manage the candidate experience from offer acceptance through the first day of employment, ensuring timely completion of all onboarding activities.

• Generate, distribute, and track offer letters with a high degree of accuracy and urgency.

• Initiate, monitor, and follow up on background checks, drug screenings, and other pre-employment requirements.

• Serve as the primary point of contact for candidates during the pre-boarding process, providing proactive, consistent, and professional communication.

• Coordinate and process new hire paperwork, including I-9 documentation and onboarding forms.

• Partner closely with Human Resources to ensure a smooth transition from recruitment to onboarding.

• Maintain accurate candidate records and track offer-to-start activity within iCIMS.

• Monitor onboarding progress and provide status updates, reports, and metrics as needed.

• Identify process gaps and recommend solutions to improve the offer-to-start experience.

• Collaborate with the Recruiting Operations Manager to develop, document, and enhance standard operating procedures for onboarding workflows.

• Ensure compliance with company policies and applicable employment regulations throughout the onboarding process.

Job Requirements

• Strong organizational skills with the ability to manage multiple candidates and priorities simultaneously.

• Excellent verbal and written communication skills.

• Ability to provide exceptional customer service and maintain a positive candidate experience.

• Strong attention to detail and commitment to accuracy.

• Ability to work independently while collaborating effectively with cross-functional teams.

• Proficiency with applicant tracking systems and HR technology platforms.

• Experience using iCIMS or similar applicant tracking systems preferred.

• Knowledge of onboarding processes, employment documentation, and pre-employment screening procedures preferred.

• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.

Education

• High school diploma or equivalent required.

• Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field preferred.

Work Experience

• 1-3 years of experience in recruiting coordination, onboarding, human resources, talent acquisition, or a related administrative role preferred.

• Experience supporting high-volume hiring environments is a plus.

Benefits

• Health Insurance

• Dental Insurance

• Vision Insurance

• 401(k)

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

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Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or View phone number on click.appcast.io.