Onboarding Coordinator (Contract)

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

We’re seeking an experienced Onboarding Coordinator for a hybrid role based near New York, NY or Lititz, PA. Please note that this is a freelance, contract position—not a full-time role.

Position Purpose 

The TAIT F.O.R.C.E. Onboarding Coordinator plays a key role in the department, helping ensure a smooth and seamless onboarding experience for freelancers. This role serves as the main point of contact for freelancers during their onboarding, and works closely with Staffing Managers, Project Leads, and Department Heads to keep the process efficient and aligned with company standards. As part of the TAIT F.O.R.C.E. team, they also help maintain best practices and ensure compliance across their region.

Responsibilities 

• Manage the freelance onboarding workflow, ensuring all relevant contracts, documentation (SOW’s, Travel policies, NDAs, etc) are created, sent out and completed prior to the freelancer’s start date.
• Work closely with GTS and project teams to ensure freelancers are equipped with the necessary systems access, credentials and equipment before their start.
• Maintain the Airtable database with accurate, up-to-date information on all freelancer contracts, including status updates, tracking changes, and ensuring data integrity for financial reporting.
• Possess strong knowledge of freelancer contracting and role classification, providing guidance on contract-related inquiries. Collaborate closely with project teams to make revisions and updates to contracts as needed.
• Utilize Airtable to assist in creating the monthly TAIT F.O.R.C.E. KPI report, ensuring data is accurately captured and easily accessible for reporting and analysis.
• Coordinate with the GTS team on all offboarding of company systems, email accounts, and applications. Ensure the retrieval of company-issued items such as laptops, badges, keys, and other equipment.
• Create freelancer profiles in the freelancer payroll platform, send invitations, and provide clear instructions for account setup. Respond to basic questions about the platform, and escalate more complex issues to the TAIT F.O.R.C.E. Payroll team for further assistance.
• Train team members on the Airtable onboarding portal, ensuring they understand required information and timelines for a smooth process. Provide regular updates to stakeholders, track progress, and proactively resolve any issues while maintaining a high level of customer service.
• Support the Staffing Managers in coordinating, booking, and monitoring freelancer travel arrangements using SAP Concur.
• Support Staffing Managers with administrative tasks, including scheduling interviews, reviewing resumes, and sourcing candidates via LinkedIn Recruiter.
• Participate in weekly meetings with the team to stay informed on compliance updates and departmental matters. Share any challenges encountered and contribute ideas for process improvements.
• Regularly review and refine the freelance onboarding process to ensure efficiency, freelancer satisfaction, and compliance with evolving regulations.
• Perform assigned duties according to the policies and expectations prescribed by the company.

To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above. Other duties may be assigned to meet business needs.

Position Requirements

To perform the essential responsibilities, individuals must have the following level of education and experience, or equivalent combination. Additionally, the following certifications, knowledge, skills, or physical requirements are necessary for the position.

• 2-3 years of experience in onboarding, HR coordination, or Production Coordination preferably in the entertainment, tech, or creative services industry.
• Excellent organizational and multitasking skills, with a proven ability to manage workflows, ensure deadlines are met, and maintain accurate records.
• Strong communication skills with a proven track record of delivering high-touch customer service
• Proficiency in Airtable or similar database management tools, with strong attention to detail ensuring data accuracy and compliance.
• Strong understanding of freelancer engagement, including contract management, role classification, and compliance requirements.
• Experience with document management and e-signature systems like Docusign strongly preferred.
• Strong Microsoft Office Suite skills (Word, Excel, PowerPoint), and comfort with collaboration tools (e.g.Slack)

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.