Onboarding Specialist

Job Description: Onboarding Specialist

Role Overview

The Onboarding Specialist will be responsible for managing the end-to-end onboarding process for new hires across all levels, including senior leadership. This role requires excellent communication and presentation skills, proficiency in Excel and PowerPoint, and the ability to conduct both in-person and virtual induction sessions. The specialist will ensure a seamless transition for new joiners, compliance with organizational processes, and effective stakeholder engagement.

Key Responsibilities

Onboarding Coordination

• Receive and validate joiner inputs from recruiters, ensuring timely processing for Day of Joining (DOJ)
• Download and review prestart reports daily; cross-check offer acceptance and documentation status.
• Coordinate with recruiters and other stakeholders to resolve insufficiencies (e.g., incomplete documentation, incorrect DOJ, missing attributes).

Induction Management

• Organize and conduct induction sessions (in-person and virtual) for all new hires, including senior leaders
• Present induction content using PowerPoint and other visual aids; play company introduction videos and guide joiners through key policies and tools.
• Take attendance, validate joiner identities, and ensure compliance with photo and documentation requirements.
• Provide guidance on login processes, technical support contacts, and workplace tools.

Stakeholder Engagement

• Liaise with HRBP, recruiters, admin, security, payroll, and delivery managers to ensure smooth onboarding.
• Communicate induction schedules, joiner lists, and activation statuses to relevant teams.
• Coordinate with international payroll vendors and regional teams for country-specific onboarding requirements.

Process Compliance & Documentation

• Ensure all onboarding tasks are completed in systems (RH, Xpand, HCM, Talent Orbit, DMS, Docusign).
• Validate and activate employee records, including contract-to-permanent and permanent-to-contract conversions.
• Maintain accurate records of onboarding activities, induction attendance, and compliance checks.

Reporting & Analysis

• Use Excel to track onboarding metrics, generate reports, and validate salary/CTC details.
• Prepare and present onboarding status updates to management and stakeholders.

Required Skills & Qualifications

• Excellent communication skills (verbal and written); able to engage with all levels, including senior leaders.
• Strong presentation skills; comfortable conducting sessions in-person and virtually.
• Proficiency in Excel and PowerPoint; able to create reports, presentations, and induction materials.
• Attention to detail; thorough in documentation review and compliance checks.
• Stakeholder management; able to coordinate with multiple teams and resolve onboarding issues.
• Process orientation; familiar with HR systems and onboarding workflows.
• Adaptability; able to manage onboarding for diverse regions and handle exceptions.

Preferred Experience

• Prior experience in HR operations, onboarding, or talent engagement.
• Experience conducting induction sessions for large groups and senior leaders.
• Familiarity with HR systems (RH, Xpand, HCM, Talent Orbit, DMS, DocuSign).

Sample Responsibilities from OB Process documentation

• Conduct mandatory video call inductions with new joiners and CRO representatives.
• Validate joiner identity against recruiter-uploaded photos.
• Guide new hires on bank account opening, attendance marking, mandatory courses, and medical insurance enrollment.
• Coordinate with admin for ID/access card issuance and with payroll for region-specific requirements.
• Manage contract-to-permanent and permanent-to-contract onboarding processes.