Onboarding Specialist

Onboarding Coordinator Reports to: Operations Manager | Department: Operations | Classification: Non-Exempt, Full-Time | Level: Entry-Level POSITION SUMMARY FoxHire is seeking a detail-oriented and people-focused Onboarding Coordinator to join our Operations team. This role is the primary point of contact for new external employees moving through the onboarding process, ensuring a smooth, compliant, and welcoming experience. The Onboarding Coordinator partners closely with the HR team on compliance matters and escalates issues as appropriate, while owning the day-to-day coordination and completion of onboarding tasks. This is an excellent opportunity for someone who thrives in a fast-paced environment and takes pride in keeping things moving accurately and on time. ESSENTIAL FUNCTIONS & RESPONSIBILITIES Onboarding Coordination & Employee Experience Serve as the primary point of contact for new employees throughout the onboarding process, providing a professional and welcoming experience from first contact through start date Handle daily inbound and outbound communication (phone, text, email) with employees, recruiters, and clients regarding onboarding status, documentation needs, and start date readiness Manage the electronic onboarding process including pre-hire paperwork and portal completion follow-up Track and maintain accurate status for all pending and active employee placements in company systems, ensuring real-time visibility for the Operations and Sales teams Maintain a complete and accurate log of all communications with employees, recruiters, and clients for tracking and follow-up purposes Background Checks, Drug Screens & Credentialing Monitor the background check and drug screening process, including tracking and reviewing results in coordination with vendors Apply the Ops Onboarding Decision Matrix to determine when to clear a candidate versus when to escalate to HR Collect, review, and maintain licenses, certifications, immunization records, and other credentialing documents required for placement, particularly for healthcare roles Flag expired credentials, incomplete documentation, or compliance gaps to the relevant Operations or HR team members before clearing a worker to start I-9, E-Verify & Employment Eligibility Monitor the electronic I-9 process for new hires and rehires in the system Escalate Tentative Non-Confirmations (TNCs) and Final Non-Confirmations (FNCs) to HR immediately Maintain organized and compliant I-9 files, supporting periodic HR-led audits Refer any document presentation questions, unusual situations, or potential eligibility concerns to HR before taking action Compliance & HR Partnership Use the Ops Onboarding Decision Matrix as the primary guide for all onboarding compliance decisions, escalating to HR whenever the situation falls outside routine processing Stay current on internal systems, process changes, and any updated onboarding procedures communicated by HR or Operations leadership Systems & Records Management Use and maintain company’s proprietary software (CRM+HRIS) and internal Operations processes with a high degree of accuracy and attention to data integrity Perform other duties as assigned by the Operations Manager QUALIFICATIONS High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Human Resources, or a related field preferred 1-3 years of office experience required; HR or staffing industry experience is a plus (internships considered) Excellent written and verbal communication skills with a professional, customer-service-oriented approach Strong organizational skills and outstanding attention to detail - accuracy in this role is critical Comfortable managing multiple open tasks simultaneously in a fast-paced environment Strong technical aptitude; experience with HRIS platforms, Google Suite, Slack, or ATS systems is a plus Familiarity with federal, state, and local employment regulations (FCRA, I-9/E-Verify, ACA) is a plus Ability to handle sensitive and confidential information with discretion High energy, positive attitude, growth mindset, and a genuine team-player mentality WHO WE ARE FoxHire provides Employer of Record (EOR) staffing services, placing workers in temporary contract positions throughout the United States. We primarily place technical and high-level professionals - nurses, therapists, engineers, accountants, programmers, and more - as our W-2 employees. Our in-house team of Operations, Human Resources, Finance, Sales, and Product Development professionals keeps our business running from our corporate office in Canton, Ohio, with remote and hybrid work options available. SOME OF OUR PERKS Tuition reimbursement Remote or hybrid work options $400 toward home office furniture Laptop, monitors, and other necessary computer equipment provided Bi-weekly internet stipend 128 hours of PTO in the first year (pro-rated amount given on day one) Ten company-paid holidays Two weeks of paid parental leave for births and adoptions BENEFITS & PAY We offer competitive compensation, a generous paid time off package, and a wide range of benefits including employer-subsidized medical, dental, and vision insurance; Section 125 HSA and FSA accounts; a 401(k) with company match; and company-paid life insurance, short-term disability, and long-term disability insurance. The pay range for this position is $19-$24 per hour. FoxHire is an Equal Opportunity Employer committed to fair and equitable hiring practices. We consider all qualified applicants without regard to legally protected characteristics.