Onboarding & HR Administrator

Onboarding & HR Administrator Location: Valley Village (Hybrid: in-office & remote) Department: Human Resources / Recruiting Reports to: Onboarding Supervisor/HR Supervisor 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.