Onboarding Coordinator

At Quest Global, it’s not just what we do but how and why we do it that makes us different. With over 25 years as an engineering services provider, we believe in the power of doing things differently to make the impossible possible. Our people are driven by the desire to make the world a better place—to make a positive difference that contributes to a brighter future. We bring together technologies and industries, alongside the contributions of diverse individuals who are empowered by an intentional workplace culture, to solve problems better and faster.

Job Summary

The Onboarding Coordinator is responsible for managing and coordinating the end-to-end pre-boarding and onboarding activities for new hires, ensuring a seamless, compliant, and positive candidate-to-employee transition.

The role serves as a key point of contact between candidates, Talent Acquisition, HR Operations, Background Screening vendors, Payroll, IT, Facilities, Hiring Managers, and other internal stakeholders. The Onboarding Coordinator will ensure that all pre-employment checks, documentation, system activities, and onboarding requirements are completed accurately and within defined timelines.

The ideal candidate should have strong coordination and communication skills, excellent attention to detail, the ability to manage multiple priorities, and experience working in a fast-paced, high-volume onboarding or HR operations environment.

1. Pre-Boarding & Onboarding Coordination

Manage the end-to-end onboarding process from offer acceptance through the employee's joining date.

Initiate and coordinate pre-onboarding formalities and required employment documentation.

Track offer acceptance and onboarding progress for new hires.

Initiate and monitor background verification, reference checks, drug screening, identity verification, and other applicable pre-employment requirements.

Coordinate with background screening vendors and internal stakeholders to ensure timely completion of pre-employment checks.

Monitor pending actions, discrepancies, and exceptions and drive them to closure.

Ensure all mandatory onboarding activities are completed within defined SLAs.

2. New Hire Onboarding

Coordinate orientation, induction, and other onboarding activities for new employees.

Develop and maintain onboarding plans in coordination with relevant stakeholders.

Ensure all required documents, forms, acknowledgements, and compliance requirements are completed before the employee's joining date.

Facilitate completion of employment-related forms, company policies, confidentiality agreements, and other required documentation.

Coordinate with relevant teams to ensure Day-1 readiness.

Respond to and resolve new hire queries related to onboarding, payroll, benefits, documentation, and company processes.

Support a smooth transition from candidate to employee.

3. Background Screening & Compliance

Coordinate background screening activities in accordance with organizational requirements, client requirements, and applicable processes.

Monitor background verification status and follow up with candidates, screening vendors, and internal stakeholders.

Review screening status and identify pending items, discrepancies, or potential onboarding delays.

Ensure required approvals and supporting documentation are obtained and appropriately recorded.

Maintain confidentiality and ensure appropriate handling of candidate and employee information.

Support internal audits and compliance reviews as required.

4. Stakeholder Management

Act as a primary liaison between Talent Acquisition, HR Operations, Hiring Managers, Payroll, IT, Facilities, Background Screening vendors, and other support functions.

Provide timely onboarding status updates to recruiters, hiring managers, HR leadership, and business stakeholders.

Proactively communicate risks, delays, and dependencies that may impact the joining date or Day-1 readiness.

Coordinate cross-functional activities to ensure all onboarding dependencies are completed on time.

Build effective working relationships with internal and external stakeholders.

5. Documentation & Records Management

Maintain accurate and complete onboarding records in the designated HRIS, ATS, Document Management System, and other HR platforms.

Ensure appropriate naming conventions, document quality, and record retention requirements are followed.

Validate onboarding documentation for completeness and accuracy.

Ensure required records are available for future reference, audits, and compliance purposes.

Maintain trackers and databases to monitor onboarding progress and outstanding actions.

6. Reporting & Metrics

Maintain and publish onboarding trackers and status reports.

Track key onboarding metrics, including onboarding turnaround time, joining ratios, background screening status, documentation completion, and Day-1 readiness.

Prepare regular operational reports and dashboards for management review.

Identify trends, recurring issues, bottlenecks, and opportunities for process improvement.

Support management with accurate and timely onboarding data.

7. Process Improvement & SOP Management

Create, maintain, and continuously improve Standard Operating Procedures (SOPs), process documentation, and work instructions.

Identify opportunities to simplify and improve onboarding processes.

Participate in process improvement initiatives, system enhancements, and UAT activities where required.

Ensure process changes are appropriately documented and communicated to relevant stakeholders.

Support continuous improvement initiatives focused on efficiency, compliance, and candidate experience.

8. Candidate Experience

Serve as a professional and responsive point of contact throughout the onboarding journey.

Ensure candidates receive clear, timely, and accurate communication regarding onboarding requirements.

Proactively follow up on pending candidate actions to minimize onboarding delays.

Conduct new-hire check-ins where applicable and gather feedback regarding the onboarding experience.

Identify opportunities to improve the overall candidate and new-hire experience.

Required Qualifications

Bachelor's degree in Human Resources, Business Administration, Management, or a related field.

1–5 years of experience in HR Operations, Talent Acquisition Support, Onboarding, Background Screening, or Employee Lifecycle Management.

Experience coordinating multiple stakeholders and managing time-sensitive activities.

Hands-on experience with HRIS, ATS, onboarding platforms, or document management systems.

Strong proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.

Strong written and verbal communication skills.

Excellent organizational and time-management skills.

High attention to detail and accuracy.

We are known for our extraordinary people who make the impossible possible every day. Questians are driven by hunger, humility, and aspiration. We believe that our company culture is the key to our ability to make a true difference in every industry we reach. Our teams regularly invest time and dedicated effort into internal culture work, ensuring that all voices are heard.

We wholeheartedly believe in the diversity of thought that comes with fostering a culture rooted in respect, where everyone belongs, is valued, and feels inspired to share their ideas. We know embracing our unique differences makes us better, and that solving the worlds hardest engineering problems requires diverse ideas, perspectives, and backgrounds. We shine the brightest when we tap into the many dimensions that thrive across over 21,000 difference-makers in our workplace.

Required Skills & Competencies

End-to-end onboarding coordination

Background screening coordination

Stakeholder management

Candidate communication and customer service

HR documentation and compliance

Data management and reporting

Process documentation and SOP management

Problem-solving and decision-making

Strong follow-up and ownership

Ability to prioritize and manage multiple activities simultaneously

Ability to work independently and collaboratively

Ability to work in a fast-paced, deadline-driven environment

Strong confidentiality and data-handling awareness

Preferred Qualifications

Experience supporting high-volume or global hiring environments.

Experience supporting US, Canada, or other international onboarding processes.

Knowledge of background verification and pre-employment screening processes.

Knowledge of employment documentation and HR compliance requirements.

Experience working with external background screening vendors.

Experience working with HR platforms, onboarding systems, ATS, HRIS, or DMS platforms.

Experience in process improvement, SOP creation, and operational audits.