HR Recruiting and Onboarding Coordinator

POSITION SUMMARY

The HR Recruiting & Onboarding Coordinator is an operational HR support role reporting directly to the HR Manager. This position is the engine behind RCS, LLC’s craft labor recruiting activity and new hire onboarding process. The Coordinator manages the full administrative and logistical lifecycle of every open position — from posting and candidate tracking through pre-employment screening, orientation, and HRIS data entry. The role also serves as a key support resource for the HR Manager’s day-to-day HR operations and actively supports the ongoing implementation of the new HRIS system.

Key Responsibilities

1 — Craft Labor Recruiting Support

• Requisition Management: Open, manage, and close job requisitions in the ATS/HRIS; maintain accurate job postings across all platforms (Indeed, iHire Trades, LinkedIn, oilfield-specific boards, union halls as applicable).
• Candidate Pipeline: Collect, review, and organize incoming applications; conduct initial phone screens for craft/hourly positions; schedule interviews and skills assessments with supervisors and field leads.
• Sourcing Coordination: Assist the HR Manager in sourcing passive candidates through job fairs, trade schools, union contacts, and referral programs; maintain relationships with craft labor vendors and staffing contacts.
• Offer Administration: Prepare and send offer letters for craft and hourly positions under HR Manager direction; track acceptance/decline rates and flag recurring offer rejections.
• Applicant Tracking: Maintain real-time accuracy of the ATS/HRIS candidate records; generate weekly open-requisition and pipeline reports for HR Manager and Operations.

2 — Pre-Employment & Compliance Processing

• Background & Drug Screening: Initiate and track all pre-employment background checks and drug/alcohol screens; coordinate with third-party vendors; flag non-compliant results to HR Manager immediately.
• Fit-for-Duty Coordination: Schedule and track fit-for-duty physicals, medical clearances, and any craft-specific certifications required before start date (e.g., H2S, OSHA 10/30, SafeLand).
• I-9 & E-Verify: Complete Form I-9 verification for all new hires; process E-Verify submissions within required timeframes; maintain compliant I-9 records in accordance with federal requirements.
• License & Certification Tracking: Maintain a current matrix of craft worker certifications, licenses, and expiration dates; issue advance notices for renewals to supervisors and affected employees.

3 — New Hire Onboarding

• Onboarding Workflow: Own the end-to-end onboarding checklist for all new craft hires from offer acceptance through Day 1; coordinate equipment, access, uniforms, and safety orientation scheduling.
• New Hire Paperwork: Prepare and process all new hire documentation packages (W-4, direct deposit, benefits elections, emergency contacts, handbook acknowledgments); ensure completion prior to first day.
• Orientation Facilitation: Conduct or co-facilitate new employee orientation sessions; introduce company culture, policies, safety expectations, and HR contacts.
• HRIS Data Entry: Enter all new hire records, position changes, and terminations accurately into the HRIS; audit data for completeness and correct errors promptly.
• Buddy / Field Supervisor Coordination: Liaise with field supervisors to confirm Day 1 logistics for craft workers at remote or field-based job sites.

4 — HRIS Implementation Support

• Data Migration Assistance: Support the Payroll Specialist and HR Manager in validating and migrating employee records into the new HRIS; assist with data cleanup and audit tasks.
• Process Documentation: Document new HRIS workflows and recruiting/onboarding processes as they are built out; maintain updated SOPs for coordinator-level tasks.
• User Support: Serve as a first-line resource for employees and supervisors navigating the new HRIS self-service functions; escalate technical issues to the Payroll Specialist or implementation vendor.
• Testing & Validation: Participate in system testing for recruiting, onboarding, and employee record modules; flag discrepancies during UAT phases.

5 — General HR Operations Support

• Employee Files: Maintain physical and electronic personnel files in an organized, compliant manner; ensure confidentiality of all HR records.
• HR Communications: Assist with drafting and distributing HR communications such as policy reminders, open enrollment notices, and safety bulletins.
• Reporting & Metrics: Compile and maintain HR metrics: time-to-fill, onboarding completion rates, turnover by craft classification, headcount reports.
• Payroll Coordination: Provide the Payroll Specialist with timely new hire, termination, and change-of-status information to ensure accurate and on-time payroll processing.
• General Administrative Support: Provide day-to-day administrative support to the HR Manager including scheduling, correspondence, and meeting coordination.

Required Qualifications

Education

• Associate’s degree or higher in Human Resources, Business Administration, or a related field; or equivalent combination of education and experience.

Experience

• Minimum 2 years of experience in an HR support, recruiting coordination, or administrative HR role.
• Prior experience supporting high-volume hourly or craft labor recruiting strongly preferred.
• Exposure to oil and gas, construction, manufacturing, or field operations environments a plus.
• Experience with an ATS or HRIS platform required; hands-on involvement in a system implementation preferred.

Skills & Competencies

• Strong organizational skills with the ability to manage multiple open requisitions simultaneously without losing detail.
• High attention to accuracy in data entry, document processing, and compliance tracking.
• Comfortable working in a fast-paced, field-operations environment with shifting priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); comfort learning new HR software platforms.
• Discreet and professional handling of confidential employee information.
• Strong verbal communication skills for candidate screening and new hire orientation.
• Working knowledge of Form I-9 / E-Verify requirements and pre-employment compliance basics.

Preferred Qualifications

• PHR or SHRM-CP certification (or active pursuit).
• Familiarity with craft-specific certifications common in oil and gas (OSHA 10/30, H2S Alive, SafeLand, TWIC).
• Experience coordinating with staffing agencies and union contacts for craft labor placement.
• Prior experience supporting a system implementation (ATS, HRIS, or ERP).