Must be bilingual in English and Spanish.
Job Summary: We are seeking an organized and detail-oriented Onboarding Administrative Assistant to support our Human Resources team with the onboarding process for new hires. This role will be responsible for coordinating onboarding tasks, assisting with paperwork and compliance, and ensuring that new employees have a smooth transition into our company. The ideal candidate is proactive, personable, and skilled at managing multiple priorities.
Key Responsibilities:
- Coordinate onboarding activities, including sending welcome emails, organizing orientation sessions, and preparing necessary materials for new hires.
- Assist with the preparation and organization of new hire paperwork, ensuring all required documents are completed, signed, and filed accurately.
- Schedule onboarding meetings and orientation sessions, working with various departments to ensure availability and preparation.
- Act as the primary point of contact for new employees, answering questions, and providing guidance on initial tasks and company policies.
- Collaborate with IT, facilities, and other departments to ensure all necessary equipment, system access, and workspaces are prepared before new employees' start date.
- Ensure compliance with company policies and employment laws by maintaining accurate records and tracking completion of onboarding tasks.
- Support the HR team with background checks, employment eligibility verification, and other pre-employment screenings.
- Gather and prepare materials for new hire orientation sessions, ensuring that all necessary information is accessible and up-to-date.
- Track and report onboarding metrics, such as completion rates and feedback from new hires, to help improve the onboarding process.
- Assist with general administrative tasks for the HR department, such as scheduling, data entry, and organizing files.
Requirements:
- High school diploma or equivalent; associate's degree or higher preferred.
- 1-2 years of experience in an administrative or HR support role, preferably with onboarding or employee orientation.
- Excellent organizational skills and the ability to manage multiple tasks in a fast-paced environment.
- Strong attention to detail and accuracy, especially with data entry and record-keeping.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with HRIS or onboarding software.
- Strong communication skills, with the ability to provide clear, friendly, and professional support to new employees and colleagues.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Positive, customer-focused attitude and willingness to assist with a wide range of HR-related tasks.
Preferred Qualifications:
- Experience with onboarding software or HR systems.
- Previous experience in a similar role within a large organization.