Onboarding Coordinator

• Administer the company’s onboarding process for new hires
• Serve as the primary liaison between Human Resources and all divisions and departments to ensure a smooth, compliant transition into the company
• Coordinate onboarding logistics and communication
• Continuously evaluate and improve onboarding practices to strengthen compliance, efficiency, and the new hire experience
• Communicate with new hires regarding start dates, onboarding schedules, required documentation, and pre-employment requirements
• Serve as the primary point of contact for new hires, responding to onboarding-related technical and policy questions
• Prepare and maintain onboarding materials and spaces, including PPE and technology (iPads and accessories)
• Manage the onboarding experience from offer acceptance through first day readiness
• Ensure a consistent, professional, and welcoming onboarding experience for all new hires
• Assist with new hire surveys and analyze onboarding feedback to identify improvement opportunities
• Maintain confidentiality and ensure compliance with applicable employment laws, regulations, and company policies
• Track onboarding progress through the Employee Portal onboarding dashboard to ensure timely completion of all required tasks and documentation
• Follow up with the new hires to collect missing or incomplete documentation (e.g., I-9 verification, OSHA 10-HR, and other required records)
• Serve as the primary point of contact between Human Resources and all departments and divisions to coordinate onboarding requirements and timelines
• Train project staff and Project Coordinators on onboarding procedures and requirements
• provide ongoing guidance and support as needed
• Coordinate with the Safety Department to identify, schedule, and communicate project-specific and regulatory training requirements
• Administer and facilitate project-specific onboarding training requirements (e.g., eRailSafe, ISNetworld, and similar platforms)
• Coordinate with third-party vendors to facilitate pre-employment screening and testing
• Monitor pre-employment screening results and notify the Human Resources Manager of issues, delays, or non-compliance
• Schedule and maintain ICRA, and other client-required training, ensure required files are updated, and enter employee training data into HCSS
• Run and review Motor Vehicle Reports (MVRs) for new hires with Human Resources Manager oversight
• Coordinate scheduling and completion of required pre-employment testing including drug and alcohol screening, tuberculosis, lead, respirator, PAPR, DOT, FRA, and FMCSA requirements
• Ensure all required testing, training, and credentialing documentation is received, reviewed, and properly retained
• Identify inefficiencies in onboarding processes and recommend improvements to the Human Resources Manager
• Research onboarding best practices and tools
• recommend enhancements to improve efficiency, consistency, and the new hire process
• Maintain onboarding metrics and prepare weekly status reports for the Human Resources Manager
• Lead or support onboarding-related projects, including the development and maintenance of onboarding materials (e.g., checklists, guides, videos)
• Maintain onboarding SOPs and related process documentation
• Create, update, and maintain onboarding checklists by position
• Assist with the planning and coordination of employee events and recognition programs
• Support Human Resources initiatives and projects, including process improvements, training programs, and compliance related activities
• Attend hand-off meetings and coordinate with project teams to ensure jobsites maintain required labor law postings, notices, and other required documentation
• Perform additional assignments as directed by the Human Resources Manager

• Bachelor’s degree in human resources, business administration or related field preferred
• HR certification a plus
• One to three years of human resources experience preferred
• Working knowledge of employment-related laws, regulations, and onboarding best practices
• Strong time management and organizational skills
• Proficiency with Microsoft 365
• Excellent interpersonal and communication skills
• Ability to travel occasionally within Ohio
• Team focused mindset with the ability to build strong working relationships
• Commitment to company values

HR certification a plus

• Employee Stock Ownership Program (ESOP)
• 401k match
• Bonus
• Medical
• Dental
• Vision
• Life Insurance
• Long Term Disability coverage
• Tuition Reimbursement
• paid vacation
• sick days