Employee Onboarding Specialist

Job Title: Employee Onboarding Specialist

Department: Onboarding

Reports to: HR Portfolio Supervisor

Location: Remote

Job Summary

The Employee Onboarding Specialist at PuzzleHR plays a critical role in designing, executing, and continuously improving the onboarding experience for our clients' employees. This role requires more than following checklists - it requires systems thinking, a working knowledge of HR compliance, and the ability to customize onboarding workflows to meet complex client needs. Candidates should be skilled in multi-system environments and confident in navigating both client-facing communication and backend configuration (e.g., Process Street, HRIS, ATS, payroll systems).

Job Duties

• Provide personalized support to new hires and clients throughout the onboarding process.
• Configure, modify, and optimize onboarding workflows in Process Street and other relevant tools.
• Ensure compliance with federal, state, and local requirements (e.g., I-9, E-Verify, and background checks).
• Create clear and effective employee communications related to onboarding and orientation.
• Enter and maintain accurate employee data across HRIS, ATS, payroll, and benefits platforms.
• Coordinate onboarding efforts across internal HR, Payroll Engineers, and Benefits Specialists to ensure a seamless experience.
• Liaise with vendors and clients during onboarding setup and implementation phases as needed.
• Distribute onboarding materials such as manuals, credentials, and policy documentation per client specifications.
• Respond to or escalate new hire inquiries related to payroll, benefits, or onboarding logistics.
• Develop and maintain SOPs and process documentation for onboarding workflows.
• Audit and update client-specific onboarding documentation to ensure accuracy and compliance.
• Troubleshoot system-related onboarding issues and support users in resolving platform concerns.
• Identify process gaps and recommend improvements to increase onboarding efficiency and consistency.
• Track onboarding progress, ensuring all steps are completed accurately and on time.
• Maintain detailed, organized records aligned with compliance and client-specific standards.
• Perform other related duties as assigned to support client satisfaction and team goals.

Required Skills

• Strong understanding of U.S. HR compliance and labor regulations related to onboarding (e.g., I-9, E-Verify, W-4).
• Proficient in navigating a variety of HR platforms, including payroll systems, benefits portals, applicant tracking systems (ATS), and HRIS.
• Working knowledge of labor legislation and employee benefits, including interpreting carrier summaries.
• Ability to deliver clear, professional presentations and onboarding sessions.
• Strong written and verbal communication skills, with the ability to engage both clients and internal stakeholders effectively.
• Exceptional attention to detail, time management, and organizational skills in a fast-paced, deadline-driven environment.
• Proven ability to handle sensitive and confidential information with discretion.
• Strong critical thinking and problem-solving abilities, especially in ambiguous or changing situations.
• Experience creating, reviewing, and maintaining SOPs, workflow documentation, or process maps.
• Agility and comfort navigating gray areas, evolving client needs and rapidly changing priorities.

Education and Experience

• 3+ years in HR onboarding, HR operations, or shared service roles supporting U.S.-based employees preferred.
• Experience in onboarding across remote or multi-state teams.
• Background in HR consulting, outsourcing, PEO, or working with U.S. clients in a global support role.
• Bachelor’s degree in Human Resources, Psychology, Business, or a related field preferred (but not required).

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to move up to 15 pounds at times.
• Must be able to participate in video conferences/meetings.

We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status under applicable law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this role.