Onboarding Specialist

Integrated Personnel Services Limited; Navi Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Integrated Personnel Services Limited is seeking an Onboarding Specialist (Pre-Hire Process Specialist) in Mumbai. You will coordinate all facets of onboarding, from Welcome email to Day 1, acting as the liaison between hiring managers, recruiters, and new hires to ensure a seamless transition.

The role requires 3–6 years in candidate onboarding, with exposure to HRIS systems such as Workday, SAP SuccessFactors, or BambooHR. Strong communication and organizational skills are essential.

Qualifications

• 3–6 years of onboarding experience, preferably US onboarding or international onboarding.

Responsibilities

• Act as primary point of contact for new hires during onboarding and guide them through the process.
• Coordinate end-to-end onboarding, including pre-boarding, scheduling orientation, and Day 1 activities.
• Select and coordinate background checks; order tests based on job code/location.
• Update candidate profiles in HR systems (e.g., Workday) and prepare onboarding documentation.
• Collaborate with Recruiter, Hiring Manager, and business units to ensure a smooth onboarding experience.
• Maintain accurate onboarding records, checklists, trackers, and reports; support global onboarding programs.

Job description

Role: Onboarding Specialist (Pre-Hire Process specialist)

Location: Mumbai

Job Summary

The Onboarding Specialist is responsible for ensuring a smooth and engaging onboarding experience for new hires. This role coordinates all aspects of the onboarding process, from Welcome email, contingency launch and monitoring, establishing start date, scheduling Orientation and Day 1 letter. The specialist serves as the

key liaison between hiring managers, recruiter and new employees to ensure a seamless transition into the organization.

Key Responsibilities

• Act as the primary point of contact for new hires during the onboarding phase, answering questions and guiding them through the process Point of contact for all candidates in Pre-hire stage - Coordinate end-to-end onboarding processes, including pre-boarding, first-day logistics and orientation Select appropriate background check package based on job code, location, etc.

Order appropriate drug tests based on job code, location, etc.

• Check BG and DT results, basis provide clearance.

Schedule start date and select appropriate onboarding event in My Learning Update candidate profile in Workday - Ready for Hire

Send day 1 email to candidate, hiring manager and recruiter with instructions on where to Report, badging, 1-9, Orientation, etc.

Collaborate with Talent Acquisition Advisor (Recruiter), Hiring Manager, and business units to ensure smooth onboarding.

Maintain accurate onboarding records in HR systems and update checklists, trackers, and reports as needed.

Support global/regional onboarding programs and initiatives as applicable.

Qualifications

Education: Bachelor's degree in human resources, Business Administration, or related field (preferred).

Experience

• 3-6 years of experience in candidate onboarding (preferably US onboarding but any international

onboarding experience is required)

• Experience with HRIS systems (e.g., Workday, SAP SuccessFactors, BambooHR) is a plus.

Skills

Strong interpersonal and communication skills.

High attention to detail and organizational skills.

Ability to multitask and manage priorities in a fast-paced environment.

Customer service-oriented with a positive, professional attitude.

Proficient in MS Office (Word, Excel, PowerPoint, Outlook).

Preferred Qualifications

Experience in a shared services or global business services (GBS) environment.

Familiarity with onboarding automation tools or platforms.

Understanding of US employment laws and compliance