Executive - Onboarding

K12 Techno Services; Bengaluru; On-site; INR 420,000 - 650,000; Full time

Job summary

K12 Techno Services in Bengaluru is seeking an Executive Onboarding to manage and optimize the employee onboarding process. You will coordinate pre-joining formalities, collect and verify documents, and ensure accurate HRMS entries for new hires.

The role requires strong communication, organizational skills, and attention to detail to handle multiple onboarding activities efficiently and maintain confidentiality.

Qualifications

• Bachelor’s degree in HR, business admin or related field.
• 1–3 years of experience in HR Operations, Onboarding, or HR Administration.
• Knowledge of employee documentation and joining formalities.
• Working knowledge of HRMS portals and employee data management.
• Proficiency in MS Excel, MS Word, and email communication.
• Strong verbal and written communication skills.
• Excellent organizational, coordination, and follow-up skills.
• High attention to detail and accuracy in maintaining employee records.
• Ability to handle confidential employee information responsibly.
• Ability to manage multiple onboarding activities and meet deadlines.

Responsibilities

• Pre-Joining Coordination: Coordinate with selected candidates regarding offer acceptance, joining dates, required documents, and pre-joining formalities.
• Document Collection and Verification: Collect and verify employee documents, including educational certificates, identity proofs, address proofs, previous employment documents, and other relevant records.
• Joining Formalities: Ensure timely completion of joining forms, declarations, employment documents, and other onboarding-related paperwork.
• HRMS Management: Create employee records in the HRMS portal and ensure accurate data entry, employee details, designation, department, reporting manager, location, and date of joining.
• Offer Letter and Appointment Documentation: Coordinate the preparation, issuance, and completion of offer letters, appointment letters, and other employment-related documents as per company policy and approval processes.
• Internal Coordination: Coordinate with HR, Talent Acquisition, IT, Payroll, Admin, and reporting managers to ensure new employees are onboarded smoothly.
• IT Asset and Access Coordination: Raise and follow up on requests for laptops, desktops, email IDs, system access, and other required assets for new joiners.
• Joining Status Tracking: Maintain onboarding trackers, monitor pending documents and approvals, and provide regular status updates to the HR team.
• Employee Database Management: Maintain accurate employee records, onboarding files, and documentation in accordance with company policies and confidentiality requirements.
• Policy Communication: Explain joining procedures, HR policies, attendance processes, and other relevant organizational guidelines to new employees.
• Compliance and Audit Support: Ensure onboarding documentation is complete and maintained in accordance with company policies and applicable statutory requirements.
• New Joiner Experience: Support new employees throughout the onboarding process and address their queries related to joining formalities.
• Reporting: Prepare periodic reports on new joiners, onboarding completion, pending documentation, and other HR operational activities.

Skills

MS Excel

MS Word

Email communication

Verbal communication

Written communication

Organizational skills

Coordination

Attention to detail

Confidentiality

Onboarding processes

HRMS portals

Education

Bachelor's degree in Human Resources, Business Administration, or a related discipline

Tools

HRMS portals

Job description

Job Summary:

We are looking for a detail-oriented and proactive Executive Onboarding to manage and streamline the employee onboarding process. The candidate will be responsible for coordinating pre-joining formalities, collecting and verifying employee documents, completing HRMS entries, coordinating with internal departments, and ensuring a smooth joining experience for new employees. The ideal candidate should have good communication skills, strong organizational abilities, attention to detail, and the ability to manage multiple onboarding activities efficiently.

Key Responsibilities:

• Pre-Joining Coordination: Coordinate with selected candidates regarding offer acceptance, joining dates, required documents, and pre-joining formalities.
• Document Collection and Verification: Collect and verify employee documents, including educational certificates, identity proofs, address proofs, previous employment documents, and other relevant records.
• Joining Formalities: Ensure timely completion of joining forms, declarations, employment documents, and other onboarding-related paperwork.
• HRMS Management: Create employee records in the HRMS portal and ensure accurate data entry, employee details, designation, department, reporting manager, location, and date of joining.
• Offer Letter and Appointment Documentation: Coordinate the preparation, issuance, and completion of offer letters, appointment letters, and other employment-related documents as per company policy and approval processes.
• Internal Coordination: Coordinate with HR, Talent Acquisition, IT, Payroll, Admin, and reporting managers to ensure new employees are onboarded smoothly.
• IT Asset and Access Coordination: Raise and follow up on requests for laptops, desktops, email IDs, system access, and other required assets for new joiners.
• Joining Status Tracking: Maintain onboarding trackers, monitor pending documents and approvals, and provide regular status updates to the HR team.
• Employee Database Management: Maintain accurate employee records, onboarding files, and documentation in accordance with company policies and confidentiality requirements.
• Policy Communication: Explain joining procedures, HR policies, attendance processes, and other relevant organizational guidelines to new employees.
• Compliance and Audit Support: Ensure onboarding documentation is complete and maintained in accordance with company policies and applicable statutory requirements.
• New Joiner Experience: Support new employees throughout the onboarding process and address their queries related to joining formalities.
• Reporting: Prepare periodic reports on new joiners, onboarding completion, pending documentation, and other HR operational activities.

Required Skills and Qualifications :

• Bachelor's degree in Human Resources, Business Administration, or a related discipline.
• 1–3 years of experience in HR Operations, Employee Onboarding, or HR Administration.
• Knowledge of employee documentation, joining formalities, and HR processes.
• Working knowledge of HRMS portals and employee data management.
• Proficiency in MS Excel, MS Word, and email communication.
• Strong verbal and written communication skills.
• Excellent organizational, coordination, and follow-up skills.
• High attention to detail and accuracy in maintaining employee records.
• Ability to handle confidential employee information responsibly.
• Ability to manage multiple onboarding activities and meet deadlines.

Preferred Qualifications :

• Experience in onboarding employees across multiple locations or departments.
• Familiarity with HRMS-based recruitment and onboarding workflows.
• Understanding of employment documentation and basic HR compliance requirements.
• Experience coordinating with IT, Payroll, Admin, and Talent Acquisition teams.

Ideal Candidate Profile:

The ideal candidate is a confident HR professional who can independently conduct engaging induction and orientation sessions, communicate company policies effectively, and manage end-to-end onboarding activities. The candidate should combine strong presentation skills with excellent execution and coordination capabilities to deliver a seamless and positive first-day experience for every new employee.

Note:

Candidates with strong expertise in employee induction, new joiner orientation, and onboarding facilitation will be given preference.