Onboarding Specialist

Lewis Personnel Management; Makati; On-site; PHP 300,000 - 460,000; Full time

Benefits offered by this job

Competitive base salary

Uncapped commission structure

Job summary

TalentHero is seeking an Onboarding Specialist to manage end-to-end onboarding for internal and EOR employees. You will prepare contracts and employment documents, coordinate onboarding activities, and ensure a smooth, compliant process across HR, Finance, Payroll and IT.

You will collaborate with Recruitment, People Operations, and client teams to verify documents, schedule activities, and maintain accurate records within the HRIS.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• 1–3 years of experience in HR, onboarding, or recruitment operations is preferred.
• Experience in employment contract preparation and onboarding documentation is highly desirable.

Responsibilities

• Prepare, review, and process employment contracts, offers, and related documents.
• Coordinate onboarding schedules and ensure completion of pre-employment requirements.
• Onboard both internal employees and EOR staff in line with client and company policies.
• Maintain accurate employee records in the HRIS and document repositories.
• Collaborate with TA, HR, Finance, Payroll and IT to ensure a smooth onboarding experience.
• Provide onboarding information and respond to questions in a timely, professional manner.

Skills

Detail-oriented

Onboarding

Communication

Stakeholder coordination

Education

Bachelor's degree in HR/Business Administration

Tools

MS Office

Google Workspace

Job description

JOB SUMMARY

TalentHero is seeking a detail-oriented and proactive Onboarding Specialist to manage the end to end onboarding process for both internal employees and EOR employees. This role will be primarily responsible for preparing and administering employment contracts and related employment documents, coordinating onboarding activities, and ensuring that new joiners have a smooth and compliant onboarding experience. The Onboarding Specialist will work closely with TA, HR, Finance, Payroll, and other internal teams to ensure all required documents, information, and onboarding activities are completed accurately and on time.

KEY RESPONSIBILITIES

• Employment Contract Administration: Prepare, review, and process employment contracts, job offers, freelance/contractor agreements, amendments, addendums, extensions, and other employment-related documents in accordance with approved terms and requirements.


• Contract Coordination & Execution: Coordinate the contract process from preparation through signing, ensuring all required information is accurate, documents are properly executed, and completed agreements are filed appropriately.


• Internal Employee Onboarding: Manage the onboarding process for TalentHero internal employees, including preparing employment documents, coordinating onboarding schedules, collecting required information, and ensuring all pre-employment requirements are completed.


• EOR Employee Onboarding: Coordinate the onboarding of EOR employees, working closely with Recruitment, Account Management, People Operations, and other relevant teams to ensure employees are properly onboarded in line with client and TalentHero requirements.


• Pre-Employment Documentation: Collect, review, and verify required onboarding documents and employee information, ensuring completeness and accuracy before the employee's start date.


• Onboarding Coordination: Coordinate onboarding activities across relevant stakeholders, including HR, Payroll, Finance, IT, and other teams, to ensure all required arrangements are completed before and during the employee's first day.


• HRIS & Employee Records: Create and update employee profiles in the HRIS and maintain accurate and up to date employee records and documentation.


• Onboarding Communication: Provide new joiners with relevant onboarding information, documents, instructions, and support throughout the onboarding process. Respond to onboarding-related questions in a timely and professional manner.


• Compliance & Documentation: Ensure employment and onboarding documents follow approved company processes, policies, and applicable Philippine labor requirements. Escalate any discrepancies or non-standard requirements to the appropriate HR team.


• Onboarding Tracking & Reporting: Maintain onboarding trackers and prepare regular updates on onboarding status, pending documents, contract execution, and upcoming joiners.


• Cross-Functional Coordination: Work closely with Recruitment, HR, People Operations, Finance, Payroll, IT, Account Management, and other stakeholders to ensure a seamless onboarding experience.


• Process Improvement: Identify recurring issues, documentation gaps, or process inefficiencies and recommend improvements to enhance the accuracy, efficiency, and overall onboarding experience. Other Administrative Support: Perform other onboarding, contract administration, and HR related administrative tasks as required.

JOB REQUIREMENTS

• Bachelor's degree in Human Resources, Business Administration, or a related field.


• Minimum of 1–3 years of experience in HR, HR Administration, Recruitment Operations, Onboarding, or a similar role.


• Experience in employment contract preparation and administration is highly preferred. Experience handling onboarding documentation and employee records.


• Familiarity with Philippine labor laws and employment requirements.


• Proficient in MS Office and Google Workspace.


• Strong organizational skills with excellent attention to detail.


• Highly detail-oriented and able to identify and prevent errors in employment documents. Strong communication and interpersonal skills.


• Ability to work independently and coordinate effectively with multiple stakeholders.


• Ability to maintain confidentiality and handle sensitive employee information with discretion.


• Strong problem-solving and follow-up skills. Highly organized, accurate, and process-oriented

Ideal Backgrounds:

• Experience in HR Administration, HR Operations, Onboarding, or Contract Administration.


• Hands-on experience in employment contracts and HR documentation.


• Experience managing employee onboarding, preferably for both internal and EOR employees.


• Strong attention to detail, organisation, and follow-through.


• Experience in a fast-paced or high-volume HR/EOR environment is preferred

What Success Looks Like

• Accurate and timely contracts with minimal errors or rework.


• Complete onboarding requirements before the employee’s start date.


• Smooth and well organised onboarding for all new joiners.


• Accurate employee records and documentation.


• Clear and timely communication with all stakeholders.


• Proactive follow-up on missing information or potential delays.


• Continuous improvement in the onboarding process.

Why join TalentHero

• Fast-growing company with exposure to international clients and markets.


• Opportunity to break into SaaS, HR Tech, and global workforce solutions.


• Clear progression into Account Executive or Sales Leadership roles Work directly with founders and senior leadership.


• High-performance, entrepreneurial culture Competitive base salary + uncapped commission structure


• Exposure to global hiring trends, international expansion, and remote workforce strategy

What We Offer

• Competitive salary and attractive commission structure.


• Performance-based incentives and rewards.


• Clear career progression opportunities.


• Exposure to regional and international clients.


• Dynamic, collaborative, and supportive work environment.


• Professional development and continuous learning opportunities.