Project Coordinator

Apex Systems; Cork; On-site; EUR 34,000 - 44,000; Full time

Job summary

Apex Systems is seeking an Onboarding Coordinator to manage end-to-end onboarding for new hires, ensuring readiness and timely delivery of all milestones. You will coordinate with HR, IT, facilities, and hiring managers to guarantee a smooth Day One experience and consistent processes across cohorts.

The role requires strong project coordination, stakeholder management, and excellent communication, with a focus on employee experience in a fast-paced environment.

Qualifications

• Experience in project coordination, onboarding, recruitment operations, HR operations, employee experience, or a similar function.
• Proven ability to manage multiple workstreams and stakeholders simultaneously.
• Experience tracking milestones, deadlines, and operational readiness activities.
• Ability to work effectively in a fast-paced, high-volume environment.
• Strong customer- or employee-facing experience.

Responsibilities

• Coordinate end-to-end onboarding activities for all assigned new hires.
• Manage onboarding timelines, milestones, and readiness requirements.
• Ensure onboarding processes are delivered consistently and in line with established standards.
• Track onboarding progress and proactively identify potential risks or delays.
• Lead Day One onboarding activities and orientations.
• Collaborate with Hiring Managers, HR, IT, Facilities, and other partners.

Skills

Project coordination

Onboarding

Stakeholder management

Communication

Employee experience

Education

Bachelor's degree

Tools

Microsoft 365

SharePoint

HRIS

Job description

• Coordinate end-to-end onboarding activities for all assigned new hires.
• Manage onboarding timelines, milestones, and readiness requirements.
• Ensure onboarding processes are delivered consistently and in line with established standards.
• Track onboarding progress and proactively identify potential risks or delays.

Pre-Day One Readiness

• Send welcome communications and onboarding information to new hires.
• Coordinate readiness activities including laptop provisioning, system access, Microsoft 365 accounts, and security badges.
• Partner with support teams to ensure all onboarding requirements are completed before start dates.
• Escalate issues where required to maintain onboarding timelines.

Stakeholder Management

• Build strong working relationships with Hiring Managers, HR, IT, Facilities, Asset Management, and other business partners.
• Establish regular communication and escalation pathways across key support functions.
• Act as a central coordination point for onboarding-related queries and activities.

Day One Experience Delivery

• Lead and facilitate Day 1 onboarding activities and orientations.
• Welcome and support new hire cohorts, creating a positive first impression of the organisation.
• Manage logistics and troubleshoot any onboarding issues that arise on the day.

Employee Experience & Engagement

• Support new hires throughout their onboarding journey.
• Coordinate cohort communications and onboarding communities.
• Respond to questions and direct employees to the appropriate support resources.
• Partner with Hiring Managers and Buddy Program participants to ensure successful integration into the business.

Reporting & Tracking

• Maintain accurate onboarding records and readiness dashboards.
• Monitor onboarding milestones and provide status updates to stakeholders.
• Identify trends, risks, and opportunities for process improvement.
• Support project reporting requirements associated with Project Forge hiring activities.

Required Experience

• Experience in project coordination, onboarding, recruitment operations, HR operations, employee experience, or a similar function.
• Experience managing multiple workstreams and stakeholders simultaneously.
• Experience tracking milestones, deadlines, and operational readiness activities.
• Proven ability to work effectively within a fast-paced and high-volume environment.
• Strong customer-facing or employee-facing experience.

Project Coordination

• Strong planning, organisation, and prioritisation skills.
• Ability to manage multiple onboarding activities concurrently.
• Strong attention to detail and follow-through.

Communication & Relationship Management

• Excellent written and verbal communication skills.
• Ability to engage effectively with employees at all levels.
• Strong stakeholder management and collaboration capabilities.

Employee Focus

• Passion for delivering an exceptional employee experience.
• Approachable, responsive, and service-oriented mindset.
• Ability to build trust and rapport quickly with new hires.

Problem Solving

• Ability to identify issues, assess impact, and coordinate resolutions.
• Strong judgement and escalation management skills.
• Comfortable working through ambiguity and changing priorities.

Technical Skills

• Proficiency with Microsoft 365 applications including Outlook, Teams, Excel, and SharePoint.
• Experience working with HR systems, onboarding platforms, or tracking tools is desirable.

Preferred Qualifications

• Bachelor's degree or equivalent relevant experience.
• Experience supporting large-scale hiring or onboarding initiatives.
• Experience working in a project-based, operational, HR, or recruitment environment.
• Familiarity with onboarding best practices and employee experience programmes.