Onboarding Coordinator-NA

Job description

Job Requirements At Quest Global, it’s not just what we do but how and why we do it that makes us different. With over 25 years as an engineering services provider, we believe in the power of doing things differently to make the impossible possible. Our people are driven by the desire to make the world a better place—to make a positive difference that contributes to a brighter future. We bring together technologies and industries, alongside the contributions of diverse individuals who are empowered by an intentional workplace culture, to solve problems better and faster. Job Summary The Onboarding Coordinator is responsible for managing and coordinating the end-to-end pre-boarding and onboarding activities for new hires, ensuring a seamless, compliant, and positive candidate-to-employee transition. The role serves as a key point of contact between candidates, Talent Acquisition, HR Operations, Background Screening vendors, Payroll, IT, Facilities, Hiring Managers, and other internal stakeholders. The Onboarding Coordinator will ensure that all pre-employment checks, documentation, system activities, and onboarding requirements are completed accurately and within defined timelines. The ideal candidate should have strong coordination and communication skills, excellent attention to detail, the ability to manage multiple priorities, and experience working in a fast-paced, high-volume onboarding or HR operations environment. • Pre-Boarding & Onboarding Coordination Manage the end-to-end onboarding process from offer acceptance through the employee's joining date. Initiate and coordinate pre-onboarding formalities and required employment documentation. Track offer acceptance and onboarding progress for new hires. Initiate and monitor background verification, reference checks, drug screening, identity verification, and other applicable pre-employment requirements. Coordinate with background screening vendors and internal stakeholders to ensure timely completion of pre-employment checks. Monitor pending actions, discrepancies, and exceptions and drive them to closure. Ensure all mandatory onboarding activities are completed within defined SLAs. • New Hire Onboarding Coordinate orientation, induction, and other onboarding activities for new employees. Develop and maintain onboarding plans in coordination with relevant stakeholders. Ensure all required documents, forms, acknowledgements, and compliance requirements are completed before the employee's joining date. Facilitate completion of employment-related forms, company policies, confidentiality agreements, and other required documentation. Coordinate with relevant teams to ensure Day-1 readiness. Respond to and resolve new hire queries related to onboarding, payroll, benefits, documentation, and company processes. Support a smooth transition from candidate to employee. • Background Screening & Compliance Coordinate background screening activities in accordance with organizational requirements, client requirements, and applicable processes. Monitor background verification status and follow up with candidates, screening vendors, and internal stakeholders. Review screening status and identify pending items, discrepancies, or potential onboarding delays. Ensure required approvals and supporting documentation are obtained and appropriately recorded. Maintain confidentiality and ensure appropriate handling of candidate and employee information. Support internal audits and compliance reviews as required. • Stakeholder Management Act as a primary liaison between Talent Acquisition, HR Operations, Hiring Managers, Payroll, IT, Facilities, Background Screening vendors, and other support functions. Provide timely onboarding status updates to recruiters, hiring managers, HR leadership, and business stakeholders. Proactively communicate risks, delays, and dependencies that may impact the joining date or Day-1 readiness. Coordinate cross-functional activities to ensure all onboarding dependencies are completed on time. Build effective working relationships with internal and external stakeholders. • Documentation & Records Management Maintain accurate and complete onboarding records in the designated HRIS, ATS, Document Management System, and other HR platforms. Ensure appropriate naming conventions, document quality, and record retention requirements are followed. Validate onboarding documentation for completeness and accuracy. Ensure required records are available for future reference, audits, and compliance purposes. Maintain trackers and databases to monitor onboarding progress and outstanding actions. • Reporting & Metrics Maintain and publish onboarding trackers and status reports. Track key onboarding metrics, including onboarding turnaround time, joining ratios, background screening status, documentation completion, and Day-1 readiness. Prepare regular operational reports and dashboards for management review. Identify trends, recurring issues, bottlenecks, and opportunities for process improvement. Support management with accurate and timely onboarding data. • Process Improvement & SOP Management Create, maintain, and continuously improve Standard Operating Procedures (SOPs), process documentation, and work instructions. Identify opportunities to simplify and improve onboarding processes. Participate in process improvement initiatives, system enhancements, and UAT activities where required. Ensure process changes are appropriately documented and communicated to relevant stakeholders. Support continuous improvement initiatives focused on efficiency, compliance, and candidate experience. • Candidate Experience Serve as a professional and responsive point of contact thro