US Onboarding Specialist

Ceres India; Bengaluru; On-site; INR 1,500,000 - 2,300,000; Full time

Job summary

Ceres India Private Limited is seeking an Onboarding Specialist for US Operations in Bengaluru. This role manages end-to-end onboarding for US employees, coordinating with HR, Talent Acquisition, Payroll and IT to deliver a seamless new-hire experience.

You will handle I-9 and E-Verify, W-4 and state forms, ensure policy acknowledgements, and configure onboarding workflows in Paycom. Strong coordination and regulatory knowledge are essential.

Qualifications

• 5-6 years of experience in US onboarding / HR operations.
• Strong understanding of onboarding compliance and employment documentation.
• Experience with HRMS tools, Paycom preferred.
• Knowledge of I-9, E-Verify, W-4, state new-hire reporting.

Responsibilities

• Manage full-cycle onboarding for US employees.
• Initiate and track I-9 verification and E-Verify compliance.
• Ensure completion of W-4, state tax forms, direct deposit, and policy acknowledgements.
• Configure and maintain onboarding workflows in an HRMS tool (Paycom preferred).
• Coordinate with Payroll and Benefits for timely employee setup.
• Ensure data accuracy across HR systems and employee records.
• Communicate onboarding timelines to new hires and stakeholders.
• Support audits, reporting and HR metrics related to onboarding.
• Troubleshoot HRMS system issues and provide user support.

Skills

US onboarding

HR operations

Paycom

I-9 compliance

E-Verify

Data accuracy

Stakeholder coordination

US payroll knowledge

Tools

Paycom

Job description

At Ceres India Private Limited, we support initiatives that help communities recover, rebuild, and strengthen resilience. As part of the Ceres Global network of companies, we contribute to disaster recovery, infrastructure restoration, environmental services, and critical response operations through engineering, technology, innovation, and operational excellence. From India, we help enable faster decisions, stronger delivery, and meaningful outcomes where they matter most. The purpose is at the core of what we do. We are building an environment where talent can do meaningful work, take ownership, grow with the business, and be part of something larger than themselves.

Driven by Purpose, Powered by People

At Ceres India, we believe youre more than just an employee; you’re part of a team with a purpose and a meaningful mission. Every team member plays a vital role in restoring hope, helping communities recover and rebuild.

We value initiative, respect diversity, and give our people the freedom to lead. We offer competitive pay, growth opportunities, travel, and a culture built on resilience and teamwork. If you show up with compassion, share the commitment, react with urgency, and deliver solutions, you’ll fit right in. We don’t just respond to challenges; we rise to them.

What We Are Looking For

The Onboarding Specialist – US Operations is responsible for managing end-to-end employee onboarding, ensuring a smooth and compliant transition for new hires using HRMS platforms such as Paycom. The role partners closely with HR, Talent Acquisition, Payroll, and IT teams to deliver an excellent new-hire experience.

Key Responsibilities

• Manage full-cycle onboarding for US employees (exempt and non-exempt).
• Initiate and track I-9 verification and E-Verify compliance
• Ensure completion of W-4, state tax forms, direct deposit, and policy acknowledgements
• Configure and maintain onboarding workflows in HRMS tool (Paycom preferred)
• Initiate and track pre-employment checks, documentation, drug screening vendors and compliance forms
• Coordinate with Payroll and Benefits teams for timely employee setup
• Ensure data accuracy across HR systems and employee records
• Communicate onboarding timelines and expectations to new hires and stakeholders
• Support audits, reporting, and HR metrics related to onboarding
• Troubleshoot HRMS system issues and provide user support

Required Skills & Qualifications

• 5-6 years of experience in US onboarding / HR operations
• Hands-on experience with HRMS tools – Paycom (preferred)
• Strong understanding of onboarding compliance and employment documentation
• Strong knowledge of US employment compliance (I-9, E-Verify, W-4, state new-hire reporting)
• Excellent attention to detail and data management skills
• Strong communication and stakeholder coordination abilities
• Experience supporting US onboarding processes is a plus
• Flexibility to work across US Timezones

Preferred Qualifications

• Experience supporting multi-state US onboarding
• Exposure to high-volume or remote onboarding
• Knowledge of US payroll and benefits processes
• Experience working with background check vendors

What To Expect

This is a fast-paced, detail-oriented role focused on delivering a seamless onboarding experience for new hires across the US. You'll manage multiple onboarding activities simultaneously, ensuring compliance with employment requirements while coordinating closely with HR, Talent Acquisition, Payroll, IT, and hiring managers. Success in this role requires strong organization, accuracy, and the ability to adapt to changing hiring volumes and priorities while providing excellent support to new employees and stakeholders.

Why Join Ceres India?

At Ceres India, you won’t just have a job, you’ll have a mission. Your work will directly impact the speed and strength of community recovery after disasters.

We Offer

• Opportunities for professional growth and advancement.
• The chance to make a lasting difference for communities.