Onboarding & HR Operations Specialist

Responsibilities

📣 WE ARE GROWING AND WE ARE HIRING!

We’re excited to expand our team and are looking for an Onboarding & HR Operations Specialist to join us in our MEDFORD, NJ Office!

Are you organized, detail-oriented, and passionate about creating a positive employee experience? We’d love to hear from you!

The Onboarding & HR Operations Specialist “Specialist” owns and coordinates the end-to-end pre-hire and onboarding process from verbal offer acceptance through completion of all pre-employment requirements and readiness for HRIS entry. This role serves as the primary liaison among candidates, Recruiting, Project Management, Human Resources, and other internal and external stakeholders, ensuring timely completion of offers, screenings, clearances, onboarding documentation, and HRIS activities while providing a seamless candidate experience. The Specialist also maintains accurate records and tracking, proactively identifies and resolves issues, ensures compliance with established processes, and continuously improves onboarding workflows to support efficient, consistent, and high-quality execution.

Onboarding & Pre-Hire Coordination:

· Own and coordinate the end-to-end pre-hire and onboarding process from verbal offer acceptance through completion of all pre-employment requirements and readiness for HRIS entry.

· Serve as the primary point of contact for candidates and key internal stakeholders throughout the offer and pre-hire process, providing timely communication, guidance, and follow-up.

· Prepare, issue, and track written offer letters, protective agreements, relocation agreements, and other employment-related documents, ensuring accuracy, appropriate approvals, timely distribution, and completion.

· Monitor offer acceptance and proactively follow up on outstanding signatures, forms, documentation, and other requirements.

· Administer the new hire onboarding process within the HRIS, including assigning required tasks and documentation, assisting candidates with system access or technical issues, monitoring completion, and completing required employer-side activities.

· Verify the accuracy and completeness of required pre-hire documentation and onboarding activities before transitioning the employee for final HRIS setup.

· Maintain accurate and complete candidate information in the ATS and other applicable systems throughout the pre-hire process.

· Maintain and continuously update the onboarding tracker, accurately documenting pre-hire activities, milestones, requirements, approvals, and outstanding items through completion.

Pre-Employment Screening & Compliance:

· Initiate, coordinate, and monitor criminal background checks, employment verifications, drug screenings, physical examinations, and other pre-employment requirements in accordance with Company policies, client requirements, and established timelines.

· Manage communications with background screening and occupational health vendors, resolving discrepancies or delays and ensuring results are received and appropriately documented.

· Coordinate criminal background check adjudication in collaboration with Human Resources, escalating potential concerns and ensuring decisions are handled consistently and in accordance with established processes and applicable requirements.

· Schedule and coordinate physical examinations and drug screenings, including identifying appropriate facilities, establishing new facility accounts, and confirming services and availability.

· Coordinate client-specific clearances, certifications, badging, access requirements, and other pre-employment conditions necessary for employees to begin work.

· Monitor the status of background verifications, physical examinations, drug tests, and client site clearances and resolve discrepancies and escalate issues as appropriate.

· Ensure pre-employment contingencies are completed, documented, and communicated to appropriate stakeholders before an employee is cleared to begin employment.

· Administer applicable E-Verify processes in coordination with the Company's administrative vendor, ensuring required information is submitted accurately and within established timelines.

Stakeholder & Candidate Communication:

· Maintain consistent communication with candidates throughout the pre-hire process, clearly explaining next steps, required documentation, screening requirements, timelines, and outstanding actions.

· Partner closely with Recruiting, Field Service Project Managers, Human Resources, Logistics, Quality Assurance Coordinators, Sales, and other internal teams to coordinate employee readiness and ensure timely, accurate communication.

· Keep hiring managers and stakeholders informed of onboarding progress, outstanding requirements, anticipated delays, and issues that may affect an employee's start date or deployment.

· Serve as a resource to candidates regarding Company policies, benefits eligibility, onboarding requirements, and other employment-related questions, escalating HR-specific matters as appropriate.

Process Management & Quality:

· Monitor onboarding timelines and service expectations to ensure candidates progress efficiently through each stage of the process and are ready to begin employment as scheduled.

· Maintain accurate records, audit documentation, and tracking information related to offers, screenings, verifications, clearances, and other pre-hire activities.

· Maintain a high degree of confidentiality, discretion, accuracy, and professionalism when handling sensitive candidate and employee information.

· Ensure onboarding practices are consistently applied while recognizing when circumstances require escalation, HR review, or collaboration with other functional leaders.

Qualifications

REQUIRED EDUCATION AND EXPERIENCE:

· High School Diploma or equivalent

· 3 to 5 years of experience with high-volume, HR operations, recruiting coordination, onboarding, staffing or related experience, in a fast-paced, high-volume environment

· Experience independently managing multiple concurrent processes, deadlines, and priorities with a high degree of accuracy and follow-through

· Experience coordinating employee onboarding, pre-employment screening, background checks, employment verifications, drug testing, physical examinations, or similar pre-employment processes.

· Experience working with HRIS, applicant tracking systems (ATS), background screening platforms, or other enterprise business systems

· Experience handling confidential and sensitive information with discretion and maintaining accurate records and documentation

PREFERRED EDUCATION AND EXPERIENCE:

· Construction industry knowledge and/or technical safety background experience

· Experience supporting large-volume or geographically dispersed hiring/onboarding, particularly across multiple states, locations, clients, or business units

· Experience with UKG HRIS, iCIMS ATS and Salesforce CRM

· Experience coordinating client-specific employment requirements, site clearances, badging, certifications, or access requirements

· Experience working in an environment where start dates, deployment dates, service-level expectations, or other operational deadlines are critical

· Bilingual Spanish

KNOWLEDGE, SKILLS & ABILITIES:

· Proficient computer skills including Microsoft Office (Outlook, Word, Excel, PowerPoint) and other business applications

· Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with candidates, employees, managers, vendors

· Excellent organizational and follow-up skills to handle multiple tasks, prioritize competing responsibilities, adapt to high-pressure and time-sensitive situations, and meet deadlines

· Excellent customer-service orientation and ability to provide a positive, responsive, and professional candidate experience

· Excellent attention to detail and ability to identify discrepancies, missing information, and potential issues before they impact a candidate's start date

· Excellent knowledge of employee onboarding, pre-employment screening, documentation, and administrative HR processes

· Strong problem-solving skills and ability to research, troubleshoot, and resolve process or system issues

· Strong documentation and recordkeeping skills, with a commitment to data integrity and process compliance

· Ability to quickly learn and navigate multiple technology and business platforms

· Ability to independently prioritize work, make sound administrative decisions, resolve routine issues, and recognize when escalation is necessary

· Ability to work effectively in a fast-paced, deadline-driven environment with frequent interruptions and changing priorities

· Ability to build trust and establish and maintain effective working relationships across Recruiting, Human Resources, Operations, Logistics, Quality Assurance, Sales, and external vendors

· Ability to perform accurately and efficiently at a high level when inputting data into computer software/system

· Ability to read, write, speak and understand the English language

PHYSICAL REQUIREMENTS:

· Location of job activities 100% inside

· Extensive manual dexterity (keyboarding, mouse, phone)

· Use of phone for communication

· Sit for prolonged periods of time

· Reach, handle and feel

· Occasionally stoop, kneel, and crouch

· Occasionally lift, carry, and move up to 10 pounds

ADDITIONAL REQUIREMENTS:

· Must be available during normal business hours, Monday through Friday, 8am to 5pm EST.

· Must be available on occasion during non-business hours, including weekends, to support the needs of the department.

Benefits

• 401(k): Company match 
• Life & AD&D
• Short- & Long-Term Disability
• Medical, Dental, Vision, Accident & Critical Illness Insurance
• PTO
• 8 Paid Holidays
• Bereavement
• EAP & Health Advocacy
• Professional Development & Education Assistance

Overview

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

HazTek Safety Management is a full-service, objective safety partner, founded in 1997. The health, safety and well-being of employees and companies is our highest priority. We offer full-time employment, stability, competitive benefits, professional development, travel, diverse safety experiences, management support and the added benefit of working with a network of over 375 full-time HazTek safety professionals. 

At HazTek, We Stand Together for Safety

We are committed to building an environment of inclusion and acceptance which values diversity across all areas of the organization; an environment in which all employees can contribute to the success of the business and are valued for their skills, experience, and unique perspectives. 

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

HazTek determined a set of values to drive decision making and behavior and to create a positive and professional culture. These values are Integrity, Compassion, Dependability, Leadership, and Accountability. All HazTek employees are expected to display the values and their meaning by their action and behavior.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Pay Range

$65,000-$75,000

Travel | Relocation

Local Only - No travel, per diem or relocation is offered for this opportunity