Onboarding Specialist

Blue Berry E-services; Dadri; On-site; INR 300,000 - 500,000; Full time

Job summary

ShramIN Talent seeks an HR onboarding specialist to manage candidate coordination, document collection, and joining formalities for client projects across India. You will guide candidates through digital onboarding and explain requirements to ensure a timely start.

Responsibilities include document verification, offer/appointment letters, employee master creation, payroll enrolment (PF/ESIC), and maintaining confidential records with ERP exposure. fluency in Hindi and English is required.

Qualifications

• Graduate in any discipline; HR qualification preferred.
• Experience in employee onboarding or HR operations.
• Knowledge of PF, ESIC, GMC and GPA onboarding processes.
• Proficiency with MS Excel, Google Sheets, email, and HRMS tools.
• Strong communication in Hindi and English; regional languages are an advantage.

Responsibilities

• Coordinate candidate onboarding, joining requirements, documents, and deployment details.
• Collect, verify, and track documents; complete background checks as needed.
• Prepare and issue offer and appointment letters with correct details.
• Create and update employee master data in HRMS and payroll systems.
• Handle PF/ESIC enrollment and insurance enrolments; ensure accuracy.
• Maintain confidential employee records and support audits.
• Prepare onboarding reports and coordinate with recruitment, operations, payroll, and compliance.

Skills

Attention to detail

Communication skills

Coordination

Follow-up

Education

Graduate in any discipline

HR qualification preferred

Tools

MS Excel

Google Sheets

HRMS tools

Job description

About Company

ShramIN Talent is a staffing and workforce solutions company specializing in providing reliable manpower and payroll services to businesses across India.
We primarily focus on blue-collar and front line workforce staffing, helping organizations meet their manpower requirements efficiently.
Our services cover end-to-end manpower management, recruitment, on boarding, payroll, and workforce support.
Currently, we have a strong workforce of 3,000+ manpower working across various locations and industries.
We are committed to connecting the right people with the right opportunities while helping businesses build a productive and dependable workforce.

Role & responsibilities

Candidate Coordination and Joining Follow-up

• Connect with selected candidates and explain joining requirements, employment terms, required documents, and onboarding steps.
• Follow up regularly for document submission, offer acceptance, and joining confirmation.
• Communicate reporting location, joining date, supervisor details, and deployment instructions.
• Track pending cases, joining delays, and dropouts; elevate issues promptly to recruitment and operations teams.
• Guide candidates through digital onboarding, particularly those who need assistance with forms or document uploads.

2. Document Collection and Verification

• Collect identity and address proofs, PAN, bank details, photographs, educational certificates, experience documents, and other documents required for the role or client.
• Collect existing UAN and ESIC details, nominee information, and dependent details wherever applicable.
• Check documents for completeness, legibility, validity, and consistency across employee records.
• Verify names, date of birth, bank account details, and other critical information; resolve discrepancies before onboarding closure.
• Coordinate background verification, reference checks, or medical fitness checks where required.
• Maintain a document checklist and follow up on missing or rejected documents.

3. Offer and Appointment Letters

• Generate offer letters and appointment letters using approved templates and authorised salary structures.
• Ensure accuracy of employee details, designation, work location, joining date, compensation, employment tenure, and applicable terms.
• Obtain necessary approvals before issuing letters.
• Follow up for signed acceptance and retain acknowledged copies.
• Prepare revised letters or deployment communications after receiving the required approvals.

4. Joining Formalities and Employee Master Creation

• Complete joining forms, employee declarations, nominations, policy acknowledgements, and other required onboarding forms.
• Create employee codes and update employee details in HRMS, payroll systems, and onboarding trackers.
• Ensure correct mapping of employees to clients, projects, locations, reporting managers, and payroll entities.
• Coordinate attendance registration and communicate payroll cut-off requirements.
• Share verified employee data with payroll and compliance teams within agreed timelines.

5. Employee ID Cards

• Collect and verify photographs and employee details for ID card creation.
• Coordinate printing or digital issuance, dispatch, and delivery of employee ID cards.
• Track acknowledgement of receipt and manage corrections or replacements.
• Coordinate client access cards wherever required.

6. PF, ESIC, and Insurance Enrolment

• Coordinate applicable Provident Fund (PF) and Employees State Insurance (ESIC) enrolment with the compliance team.
• Verify existing UAN and ESIC insurance numbers and flag discrepancies or potential duplicate registrations.
• Support completion of required declarations, nominations, KYC, and dependent information.
• Coordinate enrolment under Group Mediclaim (GMC) and Group Personal Accident (GPA) policies, as applicable.
• Submit accurate employee and dependent data to the authorised team, insurer, or broker within prescribed timelines.
• Track enrolment completion, policy coverage effective dates, and pending cases.
• Share available enrolment confirmations, insurance cards, and benefit information with employees.
• Coordinate corrections, additions, and deletions arising from changes in employee status.

7. Record Keeping and Data Confidentiality

• Maintain complete digital employee files and physical records wherever required.
• Store signed letters, joining documents, verification records, statutory forms, insurance records, and ID card acknowledgements systematically.
• Maintain version control and update records when employee details change.
• Ensure employee information is shared only with authorised stakeholders.
• Support internal audits, client audits, and compliance reviews by retrieving accurate records promptly.

8. Reporting and Coordination

• Maintain daily onboarding trackers showing selected candidates, documents pending, letters issued, joining status, and enrolment completion.
• Share regular reports on onboarding turnaround time, pending cases, joining conversion, and documentation accuracy.
• Coordinate with recruitment, client HR, operations, payroll, compliance, and insurance teams to close onboarding cases.
• Escalate unresolved documentation, approval, or enrolment issues before they affect joining, payroll, or benefit coverage.

Qualifications and Skills

• Graduate in any discipline; HR qualification preferred.
• Experience in employee onboarding or HR operations; staffing industry experience preferred.
• Working knowledge of PF, ESIC, GMC, and GPA onboarding processes.
• Proficiency in MS Excel, Google Sheets, email, and HRMS tools.
• Strong attention to detail and ability to manage high volumes of employee records.
• Good communication and follow-up skills in Hindi and English; regional-language skills are an advantage.
• Ability to explain onboarding requirements clearly to blue- and grey-collar employees.
• Strong coordination skills, confidentiality, and ownership of pending tasks.

Key Performance Indicators

• Onboarding completion within agreed turnaround times.
• Percentage of employee files complete before payroll cut-off.
• Accuracy of letters, employee master data, and enrolment submissions.
• Timely completion of applicable statutory and insurance enrolment.
• Timely issuance and delivery of employee ID cards.
• Reduction in pending documentation and unresolved onboarding cases.
• Audit readiness and completeness of employee records.

Note- Male Candidates will be prefered