Onboarding Coordinator

Job Description

Job Description

We are seeking a highly organized and detail-oriented High-Volume Onboarding Coordinator for a fast-paced organization in Doral, Florida . This position is ideal for an experienced administrative, recruiting, HR, or onboarding professional who has successfully managed the onboarding process for 500+ employees at one time .

The ideal candidate will be comfortable working in a high-volume environment where priorities change quickly and multiple employees must be tracked through various stages of the onboarding process. This role will be responsible for coordinating onboarding activities, maintaining accurate employee records, scheduling appointments and orientations, communicating with new hires, and ensuring all required documentation is completed accurately and on time.

The position will begin on a temporary basis with the opportunity to become permanent based on performance, attendance, and business needs.

KEY RESPONSIBILITIES

High-Volume Onboarding

• Coordinate and manage the onboarding process for 500+ employees simultaneously .
• Review and schedule logical assignments based on but not limited to; itineraries, budgeted manning levels, gender for accommodations, nationality / language for guest services.
• Track large groups of candidates and new hires through each stage of the onboarding process.
• Ensure new hires complete all required onboarding paperwork, forms, acknowledgments, and employment documentation.
• Monitor onboarding status and identify missing or incomplete information.
• Follow up with candidates and employees to ensure all requirements are completed within established deadlines.
• Maintain accurate and up-to-date onboarding records and tracking spreadsheets.
• Coordinate onboarding activities for multiple departments, locations, shifts, and start dates.
• Manage competing priorities while maintaining accuracy and attention to detail.

Scheduling & Coordination

• Schedule orientations, onboarding appointments, training sessions, background screenings, drug testing, and other pre-employment activities as required.
• Coordinate employee start dates and communicate schedules clearly to new hires and internal teams.
• Maintain calendars and scheduling trackers for large groups of employees.
• Make schedule adjustments when start dates, training sessions, or employee availability changes.
• Coordinate with hiring managers, recruiters, HR, operations, and other internal departments to ensure a smooth onboarding process.

Administrative Support

• Prepare, organize, scan, upload, and maintain employee documentation.
• Enter and update employee information in internal databases, HR systems, spreadsheets, and tracking tools.
• Prepare onboarding reports and status updates for management.
• Maintain confidential employee information in accordance with company policies.
• Assist with general administrative tasks related to recruiting, onboarding, and employee operations.
• Create and maintain organized electronic and physical files.
• Perform data entry with a high degree of accuracy.
• Assist with audits and verification of employee documentation when needed.

Communication & Customer Service

• Serve as a primary point of contact for new hires throughout the onboarding process.
• Communicate onboarding requirements, deadlines, schedules, and next steps clearly and professionally.
• Respond promptly to employee questions and concerns.
• Provide consistent follow-up to ensure employees remain engaged and complete all onboarding requirements.
• Work closely with internal departments to resolve onboarding issues quickly.
• Maintain a professional and positive experience for candidates and new employees.

QUALIFICATIONS

• 2+ years of experience in high-volume onboarding, recruiting coordination, HR administration, staffing, employee services, or a related field.
• Required: Proven experience managing onboarding for 500+ employees simultaneously or within a high-volume workforce environment.
• Strong administrative and organizational skills.
• Experience with employee scheduling and coordination.
• Excellent data entry and documentation skills.
• Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook .
• Comfortable working with spreadsheets and large amounts of employee information.
• Ability to prioritize and manage multiple deadlines simultaneously.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently while also collaborating effectively with a team.
• Comfortable working in a fast-paced environment with changing priorities.
• Experience with an ATS, HRIS, onboarding platform, or staffing software is highly preferred.