Job Description

Job Title: US Onboarding Specialist

Department: People & Culture

Location: Vadodara (Onsite)

Reports To: Onboarding Manager

Job Summary:

The US Onboarding Specialist is responsible for delivering a seamless and engaging onboarding experience for new hires across the United States, Canada and Puerto Rico. This role ensures that new employees are properly integrated into the organization and have access to the tools, information, and support they need to succeed from day one. The role requires strong organizational skills, attention to detail, and excellent communication to coordinate with multiple departments and stakeholders.

Key Responsibilities:

  • Pre-Onboarding Coordination:
    • Send offer letters, employment agreements, and other pre-hire documents.
    • Collect required documentation (I-9, background checks, tax forms, etc.).
    • Ensure new hire paperwork is completed accurately and on time.
    • Coordinate with IT and facilities for workstation setup and system access.
    • Act as the primary point of contact for new hires during their onboarding journey.
    • Work with payroll, benefits, and operations teams to ensure a smooth onboarding process.
    • Ensure all onboarding activities are compliant with U.S. labor laws and internal policies.
    • Maintain accurate records of onboarding activities and employee files.
    • Collect feedback from new hires and stakeholders to enhance onboarding processes.
    • Contribute to onboarding strategy updates and documentation.

Qualifications:

  • 2-3 years of US Onboarding experience required.
  • 1-3 years of Canada Onboarding experience.
  • 1-3 years of Puerto Rico Onboarding experience.
  • Strong knowledge of U.S. Onboarding compliance requirements.
  • Proficiency in HRIS systems (ADP).
  • 2-3 years' experience submitting background checks using multiple platforms.
  • Excellent verbal and written communication skills.
  • Highly organized with strong attention to detail.
  • Staffing agency experience a plus.
  • Ability to work independently and handle confidential information.

Preferred Skills:

  • Experience onboarding remote employees across multiple U.S. states. Canada and Puerto Rico.
  • Familiarity with e-signature platforms like DocuSign or Adobe Sign.
  • Customer-service mindset and proactive approach to solving problems.

Key Metrics (KPIs):

  • Time to onboard
  • New hire satisfaction score
  • Completion rate of onboarding tasks
  • Compliance rate with onboarding documentation

 

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