Employee Onboarding Specialist

Job Description • Serve as the first HR point of contact for new hires from offer acceptance through Day 1 • Initiate IT setup ticket immediately upon offer acceptance — laptop/VDI, system accounts, software licensing — and confirm completion with IT at least 1 business day before the new hire's start date • Monitor IT ticket status and escalate to the HR Generalist if SLA is missed • Create and configure new hire records in ADP Workforce Now • Enroll new hires in Udemy Business and assign the Universal Core learning path (Path 1) on or before Day 1; assign department-specific path (Path 2 or 3) at the start of Week 1 • Create the new hire's Jira onboarding board using the appropriate department template; assign all tasks to the new hire and set yourself as watcher • Coordinate buddy program assignments with hiring managers; confirm buddy is assigned at least 3 days before start date, notify the buddy, and share the buddy guide • Confirm hiring manager has sent a personal welcome message to the new hire before Day 1 • Send welcome email with Day 1 logistics, system access details, and first-week overview • Conduct a Day 1 check-in with every new hire to confirm access is functional, answer questions, and set a welcoming tone; escalate any IT access failures as P1 same-day • Monitor Jira onboarding boards daily — flag overdue or blocked tasks within 24 hours • Track Udemy path completion throughout orientation and send reminders for overdue courses • Coordinate 30, 60, and 90-day milestone check-in conversations with new hires • Distribute Manager Satisfaction Surveys and New Hire Experience Surveys at each milestone • Send milestone reminders to hiring managers at 30, 60, and 90 days; escalate non-response directly to the HR Generalist • Track buddy check-in completion weekly; flag missed check-ins to the HR Generalist • Escalate concerns, disengagement signals, or onboarding red flags to the HR Generalist promptly — do not hold these • Maintain the New Hire Tracker for all active new hires — update status, milestone completions, Jira board links, and delivery-ready certification • Keep the Buddy Tracker current and initiate spot bonus or incentive processing upon buddy program completion • Contribute data to the HR Generalist for quarterly onboarding performance reports • Ensure consistency across department tracks — the experience quality should be the same whether a new hire is in Delivery, PMO, or any future department track • Support the HR Generalist in identifying process gaps and continuous improvement opportunities • Manage onboarding schedules and logistics for all active new hires simultaneously Requirements • 2+ years of experience in HR coordination, onboarding, people operations, or a related role • Proficiency with ADP Workforce Now or a comparable HRIS platform • Experience working in or supporting a Greenhouse (or similar ATS) environment • Strong organizational skills with a demonstrated ability to manage multiple new hires and timelines simultaneously • Excellent written and verbal communication — you are the face of HR for every new employee • Comfortable operating in a fully remote, distributed workforce environment • High attention to detail and a process-oriented mindset • Ability to manage up and across — comfortable sending reminders to hiring managers and escalating when deadlines are missed. Benefits • Medical, dental, and vision health insurance • Short-term disability, long-term disability, and life insurance • 401(k) with company match • Paid time off (PTO) — 120 hours accrued over one year • Paid time off for major holidays (14 days per year) • Udemy Business access for professional development • Fully remote work environment Apply To This Job