Employee Onboarding Specialist

Description Job Title: Employee Onboarding Specialist Department: Onboarding Reports to: HR Portfolio Supervisor Location: Remote Revised: 7/25/2025 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. • 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.