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 administrative support to HR and Operations as needed.
• Perform other duties and responsibilities as assigned.