Employee Onboarding Specialist

Description

Job Title: Employee Onboarding Specialist

Department: Onboarding

Reports to: HR Portfolio Supervisor

Location: Remote

Revised: 7/25/2025

Job Summary

The Employee Onboarding Specialist at PuzzleHR plays a critical role in designing, executing, and continuously improving the onboarding experience for our clients' employees. This role requires more than following checklists - it requires systems thinking, a working knowledge of HR compliance, and the ability to customize onboarding workflows to meet complex client needs. Candidates should be skilled in multi-system environments and confident in navigating both client-facing communication and backend configuration (e.g., Process Street, HRIS, ATS, payroll systems).

Job Duties

• Provide personalized support to new hires and clients throughout the onboarding process.

• Configure, modify, and optimize onboarding workflows in Process Street and other relevant tools.

• Ensure compliance with federal, state, and local requirements (e.g., I-9, E-Verify, and background checks).

• Create clear and effective employee communications related to onboarding and orientation.

• Enter and maintain accurate employee data across HRIS, ATS, payroll, and benefits platforms.

• Coordinate onboarding efforts across internal HR, Payroll Engineers, and Benefits Specialists to ensure a seamless experience.

• Liaise with vendors and clients during onboarding setup and implementation phases as needed.

• Distribute onboarding materials such as manuals, credentials, and policy documentation per client specifications.

• Respond to or escalate new hire inquiries related to payroll, benefits, or onboarding logistics.

• Develop and maintain SOPs and process documentation for onboarding workflows.

• Audit and update client-specific onboarding documentation to ensure accuracy and compliance.

• Troubleshoot system-related onboarding issues and support users in resolving platform concerns.

• Identify process gaps and recommend improvements to increase onboarding efficiency and consistency.

• Track onboarding progress, ensuring all steps are completed accurately and on time.

• Maintain detailed, organized records aligned with compliance and client-specific standards.

• Perform other related duties as assigned to support client satisfaction and team goals.

Required Skills

• Strong understanding of U.S. HR compliance and labor regulations related to onboarding (e.g., I-9, E-Verify, W-4).

• Proficient in navigating a variety of HR platforms, including payroll systems, benefits portals, applicant tracking systems (ATS), and HRIS.

• Working knowledge of labor legislation and employee benefits, including interpreting carrier summaries.

• Ability to deliver clear, professional presentations and onboarding sessions.

• Strong written and verbal communication skills, with the ability to engage both clients and internal stakeholders effectively.

• Exceptional attention to detail, time management, and organizational skills in a fast-paced, deadline-driven environment.

• Proven ability to handle sensitive and confidential information with discretion.

• Strong critical thinking and problem-solving abilities, especially in ambiguous or changing situations.

• Experience creating, reviewing, and maintaining SOPs, workflow documentation, or process maps.

• Agility and comfort navigating gray areas, evolving client needs and rapidly changing priorities.

Education and Experience

• 3+ years in HR onboarding, HR operations, or shared service roles supporting U.S.-based employees.

• Experience in onboarding across remote or multi-state teams.

• Background in HR consulting, outsourcing, PEO, or working with U.S. clients in a global support role.

• Bachelor’s degree in Human Resources, Psychology, Business, or a related field preferred (but not required).

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to move up to 15 pounds at times.

• Must be able to participate in video conferences/meetings.