Full-time Onboarding Specialist

Functional Pathways; Knoxville (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

Functional Pathways, headquartered in Knoxville, TN, is seeking a Welcome Experience Concierge (Onboarding Specialist) to guide new employees through their onboarding journey with a supportive, personalized welcome. The role emphasizes belonging, timely resources, and culture of care across the onboarding process.

Collaborating with People Experience Generalists, Recruiters, and hiring leaders, the onboard specialist ensures clear instructions, accurate documentation, and proactive communication

Qualifications

• Excellent interpersonal and communication skills with warmth and professionalism.
• Ability to guide new hires through complex onboarding processes with patience and accuracy.
• Strong organizational skills to manage multiple onboarding tasks and deadlines.

Responsibilities

• Serve as the first point of contact for all new hires, welcoming them with warmth and professionalism.
• Build relationships with new employees by checking in regularly and anticipating needs.
• Coordinate onboarding with People Experience Generalists, Recruiters, and hiring leaders to ensure timely completion of requirements.

Skills

Interpersonal skills

Communication

Organizational skills

HR systems familiarity

Customer service

Education

High School Diploma

Tools

HRIS

Job description

Job DetailsJob Location: FP Corporate Headquarters - Knoxville, TN 37932Position Type: Full TimeJob Category: Human ResourcesAbout Functional Pathways

Functional Pathways is a therapist-owned organization with 30+ years of experience serving Skilled Nursing Facilities, Senior Living communities, hospitals, and residents in their homes. We understand the value of sustained focus on our patients, clients, team members, and the ever-changing healthcare environment.

Job Summary

The Welcome Experience Concierge (Onboarding Specialist) is the primary guide for new employees throughout their onboarding journey. This role ensures every new hire receives a supportive, personalized, and high-quality welcome experience, acting as a trusted point of contact who fosters a sense of belonging and excitement about joining Functional Pathways. The concierge communicates with new hires frequently, provides timely resources and guidance, and coordinates with internal teams to create a seamless onboarding process that reflects our culture of care and excellence.

Key Responsibilities

New Hire Engagement

• Serve as the first point of contact for all new hires, welcoming them with warmth, professionalism, and enthusiasm.
• Build relationships with new employees by checking in regularly, answering questions, and anticipating their needs.
• Create a concierge-style experience that helps new hires feel supported and valued from offer acceptance through day one and beyond.

Onboarding Coordination

• Partner with People Experience Generalists, Recruiters, and hiring leaders to ensure smooth and timely completion of onboarding requirements.
• Provide clear instructions and accurate information regarding required documents, compliance items, and next steps.
• Maintain thorough notes on all communications and ensure updates are shared with all relevant stakeholders.

Communication Excellence

• Respond to new hire questions via phone or email the same business day, offering prompt, empathetic, and solutions-focused support.
• Proactively inform new hires of progress, timelines, and expectations to reduce uncertainty and create confidence.
• Escalate unusual concerns or complex questions promptly to the New Employee Experience Manager or VP of People and Culture.

Experience Design

• Contribute to continuous improvement of the onboarding experience by identifying opportunities to enhance clarity, efficiency, and personalization.
• Represent Functional Pathways’ values by delivering an experience that reinforces our culture and Functional Fundamentals.
• Ensure every interaction conveys professionalism, care, and a commitment to making each new hire feel welcomed.

Administrative Responsibilities

• Document all communications accurately in HR systems.
• Protect sensitive and confidential information with discretion.
• Prioritize tasks effectively to manage multiple new hires and deadlines.

Customer Service Focus

• Demonstrate hospitality in all communications, including professional phone etiquette and attentive listening.
• Foster a supportive environment by validating concerns and encouraging open, two-way communication.
• Serve as a resourceful guide, directing new hires to the right staff member when specialized assistance is needed.

Other Duties

• Engage fully in Functional Fundamentals, incorporating them into daily responsibilities and weekly discussions.
• Support projects and initiatives that enhance employee engagement and the overall new hire experience.
• Perform other duties as assigned.

QualificationsEducation and Licensure

High School Diploma or equivalent required; additional training or experience in HR, hospitality, or customer service preferred.

Knowledge and Skills

• Exceptional interpersonal and communication skills, with a focus on warmth, clarity, and professionalism.
• Ability to guide new hires through complex processes with patience and accuracy.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Comfort with HR systems and ability to document information thoroughly and accurately.
• Service mindset with the ability to handle inquiries and concerns with empathy and problem-solving.

Continuing Education

Commitment to professional growth and willingness to engage in ongoing training and development related to onboarding, HR best practices, and employee engagement.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to lift up to 15 pounds as needed.

Functional Fundamentals

• Commit to understanding and fully engaging in our Functional Fundamentals program.
• Integrate Functional Fundamentals into your daily role and responsibilities.
• Participate actively in the “Fundamental of the Week” through discussion and application.