Walk-in || Onboarding Specialist (3rd party Payroll)

Job description

Role Title : Onboarding Specialist Location : Mumbai Tenure : 1 year contract role (Will be extended based on performance) Payroll : 3rd party payroll Key Responsibilities 1. Joining & Onboarding Coordination • Manage end-to-end joining formalities for new hires across the assigned regions. • Coordinate joining documentation, employee forms and other pre-joining requirements. • Ensure all new hires complete the required onboarding formalities within defined timelines. • Track joining status and maintain accurate onboarding records. • Act as the primary point of contact for new hires during the joining process. 2. Induction & Orientation • Coordinate new employee induction and orientation programs. • Schedule induction sessions and ensure participation from relevant HR and business stakeholders. • Coordinate presentations, training sessions and introductions with key stakeholders. • Share induction calendars, joining instructions and relevant information with new employees. • Ensure a consistent onboarding experience across Mumbai, Pune, and Goa 3. Meeting & Calendar Management • Schedule and coordinate meetings between new joiners and business/functional stakeholders. • Send meeting invites, manage calendars and coordinate changes where required. • Ensure all onboarding-related meetings and sessions are scheduled within agreed timelines. • Coordinate virtual and physical meetings for employees joining across different locations. 4. Stakeholder Coordination • Work closely with Talent Acquisition, HR Business Partners, hiring managers and business leaders. • Coordinate with IT, Admin, Facilities, Security and other support teams for employee readiness. • Follow up with stakeholders to ensure timely completion of onboarding activities. • Escalate delays or onboarding issues to the appropriate stakeholders. 5. Employee Experience • Ensure new joiners receive a smooth, professional and structured onboarding experience. • Communicate joining instructions, office information, reporting details and induction schedules. • Address routine onboarding queries and coordinate with relevant teams for resolution. • Collect feedback from new joiners and identify opportunities to improve the onboarding process. 6. MIS & Reporting • Maintain onboarding trackers and employee joining databases. • Prepare regular reports on upcoming joiners, joining status and onboarding completion. • Track pending documentation and other onboarding dependencies. • Maintain accurate records for audit and reporting purposes. • Monitor onboarding turnaround times and highlight gaps or delays. 7. Process Improvement & Ad-hoc activities -Assist HRBP in managing and conducting engagement activities on a monthly basis. -Ad-hoc responsibilities assigned by HRBP -Identify opportunities to simplify and improve the onboarding process. • Develop and maintain onboarding checklists, trackers and standard operating procedures. • Support digitisation and automation of onboarding activities wherever possible. • Ensure adherence to internal HR policies and onboarding processes. Key Skills & Competencies • Strong coordination and stakeholder management skills. • Excellent communication and interpersonal skills. • Strong follow-up and execution capabilities. • Good calendar and meeting management skills. • Ability to manage multiple joiners and activities simultaneously. • High attention to detail and strong organisational skills. • Ability to work with stakeholders across multiple locations. • Good working knowledge of MS Excel, PowerPoint, Outlook/Teams and HR systems. • Ability to handle confidential employee information with discretion. Preferred Experience • 01 years of experience in HR Operations, Talent Acquisition Coordination, Onboarding, HR Shared Services or a similar role. • Experience managing onboarding for employees across multiple locations will be preferred. • Prior experience in a corporate/MNC environment is an advantage. • Candidates with strong coordination and stakeholder management experience will be considered.