Onboarding & HR Administrator

**Onboarding & HR Administrator** **Location:** Valley Village (Hybrid: in-office & remote) **Department:** Human Resources / Recruiting **Reports to:** Onboarding Supervisor/HR Supervisor **Schedule:** - **Schedule:Full-time, Monday–Friday, 9:00 AM–6:00 PM.** - Hybrid work environment (combination of in-office and remote work), with occasional on-site attendance required for compliance-related responsibilities. **About the Role** The Onboarding & HR Administrator bridges Recruiting and Team Relations to ensure a seamless transition from offer acceptance-onboarding - training start. This role owns the post-offer workflow, documentation compliance, timely follow-up, and a positive, organized experience for every new hire. **What You’ll Do** Post-Offer Handoff & Communication - Serve as the liaison between Recruiting and Team Relations once a candidate signs their offer. - Receive finalized handoffs from Recruiting (Offer Letter, Availability Form, I-9 verification with IDs). - Confirm completeness/accuracy of the onboarding packet before scheduling next steps. - Conduct onboarding calls with new employees and keep internal trackers updated with accurate information. - Be a liaison between new hires and cross-functional teams to ensure onboarding success and remove roadblocks. **Onboarding Coordination & Scheduling** - Send and track Livescan fingerprinting and TB test completion within 72 hours of offer acceptance. - Lead scheduling of all onboarding emails, training materials, and NHO invitations during the onboarding process. - Schedule candidates for New Hire Orientation (NHO) with Team Relations and ensure earliest feasible dates. - Ensure candidates are fully prepared for virtual onboarding and have required items ready. - Conduct Paycom onboarding with new hires as needed, ensuring compliance with all employment laws. - Complete I-9 onboarding via E-Verify within 1–3 calendar days of each employee’s first training day. - Assist with Live Scan clearances and follow through on pending results. **New Hire Orientation Preparation** - Coordinate with Team Relations to confirm candidates have the following items ready for NHO: - Original, unexpired I-9 documents (e.g., Passport **or** Driver’s License + Social Security Card) - TB test results (dated within 60 days of start date) - COVID-19 vaccination record **or** valid exemption - Valid driver’s license, active vehicle insurance, and vehicle registration - Diploma from highest degree earned - During NHO, candidates will upload documents live; you ensure readiness and support. **Training, Compliance & Follow-Through** - Lead onboarding follow-up for all outstanding items; proactively prompt completions. - Prompt retakes for onboarding quizzes/exams until a minimum score of 85% is earned. - Send score reports for all new hires once trainings are completed and ensure all training time is reflected in NPA schedules. - Assist in the coordination of PRT certification (training materials, scheduling, confirmations). - Create new onboarding training materials and update existing content as processes evolve. **Systems, Documentation & Recordkeeping** - Enter and update employee info in Paycom, HR trackers, and internal logs. - Maintain organized digital records; save applicable emails/files to Paycom employee folders. - Prepare PDFs and documents for employee use in Paycom and Adobe systems. - Maintain and update trackers (e.g., HR tracking matrix, employee roster, new-hire onboarding tracker, off-boarding tracker). - Ensure all forms and verifications meet legal and internal audit standards; support weekly metrics and compliance reports. - Provide overall administrative support to employment/recruitment (documentation, records, workflows). **Collaboration** - Partner with Recruiting to reduce delays between offer and start date; escalate blockers quickly. - Communicate regularly with Team Relations on scheduling, missing documents, and orientation updates. - Provide general administ…