We are looking for a Human Resources (HR) Coordinator to support a structured and welcoming onboarding experience for employees joining the organization. This position focuses on coordinating onboarding activities, managing schedules, tracking key tasks and equipment, and ensuring onboarding information is completed accurately and on time. The ideal candidate is organized, responsive, and comfortable working across calendars, systems, and multiple internal teams to keep onboarding activities moving smoothly.
Responsibilities:
- Build customized onboarding agendas using standard templates and prepare them for leadership review.
- Coordinate with managers and stakeholders to gather approvals, incorporate updates, and finalize onboarding plans.
- Arrange onboarding sessions in Outlook and manage calendar invitations when timing or attendance changes.
- Maintain accurate records of finalized onboarding schedules and ensure the latest versions are available to relevant teams.
- Place orders for welcome items and onboarding apparel, coordinate shipments to the correct office, and monitor delivery status.
- Track the arrival of onboarding materials such as gear, laptops, and safety kits, escalating delays to the appropriate teams when needed.
- Monitor onboarding checklists and status trackers, identify overdue items, and communicate gaps to the HR Coordinator.
- Collect and organize required onboarding documents and assets, including fact sheets and headshots.
- Prepare and distribute onboarding announcements and digital contact materials to office teams, and update employee profile information in internal platforms.
- Experience supporting employee onboarding or HR coordination activities in a fast-paced environment.
- Proficiency with Outlook scheduling, calendar management, and follow-up coordination.
- Strong working knowledge of Excel and the ability to maintain accurate trackers and status reports.
- Familiarity with HR administration processes, including onboarding documentation and task tracking.
- Experience using HRIS or internal employee systems to update records and profile information.
- Strong attention to detail with the ability to manage multiple deadlines and changing priorities.
- Effective written and verbal communication skills for working with leaders, team members, and new hires.
- Knowledge of HR compliance practices and discretion when handling employee information.