Onboarding Specialist

Job Summary

The Onboarding Specialist is responsible for ensuring a seamless pre-employment and onboarding experience for new hires. This role manages preboarding activities, discusses onboarding requirements with candidates, coordinates with external vendors for medical examinations and background checks, maintains employee records, and ensures all onboarding requirements are completed prior to start date.

Key Responsibilities

Preboarding & Candidate Management

• Conduct preboarding discussions and guide new hires through onboarding requirements, timelines, and expectations.
• Serve as the primary point of contact for candidates and provide timely updates throughout the onboarding process.

Medical & Background Check Coordination

• Coordinate pre-employment medical examinations and background checks with external vendors.
• Monitor results, track completion, and resolve onboarding-related delays.

Onboarding Administration

• Review and validate pre-employment requirements and onboarding documents.
• Coordinate with stakeholders to ensure new hire readiness and maintain onboarding trackers.

Employee Records Management

• Maintain, organize, and safeguard employee 201 files and other confidential records.
• Ensure accurate documentation, filing, and records retention in compliance with company policies.

Reporting & Compliance

• Prepare onboarding reports and track onboarding metrics.
• Ensure compliance with employment requirements, data privacy regulations, and company policies.
• Support audits and documentation requests related to onboarding and employee records.

Work Arrangement:

• Onsite schedule of 3 days per week at the Mall of Asia Business Complex
• Must be amenable to work on shifting schedules

Qualifications

• Bachelor's degree in Human Resources, Psychology, Business Administration, or a related field.
• At least 2-4 years of experience in onboarding, recruitment operations, HR administration, or a related role.
• Experience coordinating medical examinations and background checks is preferred.
• Strong organizational and administrative skills with high attention to detail.
• Excellent communication and stakeholder management skills.
• Proficiency in Microsoft Office applications and HR systems.