HR Coordinator, Onboarding

Spencer Fane LLP; Kansas City (MO); On-site; USD 43,000 - 51,000; Full time

Job summary

Spencer Fane LLP is seeking an HR Coordinator, Onboarding to coordinate and administer the firm’s new hire onboarding process. The role supports attorneys and staff, partners with HR, Recruiting and Shared Services, and manages onboarding documentation, orientation activities, and start-date readiness.

Qualifications include a BA/BS, 2+ years HR experience with onboarding, UKG proficiency, and strong communication.

Qualifications

• Bachelor’s degree required or preferred.
• Minimum 2+ years HR experience, with onboarding/HRIS exposure.
• Experience in professional services environment preferred.

Responsibilities

• Coordinate onboarding from offer to initial onboarding activities.
• Conduct weekly staff and attorney onboarding orientations.
• Maintain I-9 and onboarding documentation; ensure deadlines are met.

Skills

HR data entry

Communication skills

Project coordination

Education

Bachelor's degree

Tools

UKG

Microsoft Office

HRIS

Job description

SCHEDULE: 8:30 a.m. – 5:00 p.m., M-F, 37.5 hrs/week

REPORTS TO: HR Manager, Attorney Relations

POSITION SUMMARY:

Under general supervision, the HR Coordinator, Onboarding coordinates and administers the Firm’s new hire onboarding process, ensuring attorneys and staff experience an organized, welcoming, and efficient transition into the Firm. This position serves as a key point of contact for incoming employees and collaborates with Human Resources, Recruiting, Shared Services, and other internal teams to coordinate pre-employment requirements, documentation, system information, and orientation activities. The HR Coordinator, Onboarding manages multiple onboarding activities simultaneously, maintains accurate records, communicates status and outstanding requirements, and facilitates regularly scheduled orientations for attorneys and staff.

COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $31.50 and $37.00.

PRIMARY RESPONSIBILITIES:

• Coordinate the onboarding process for incoming attorneys and staff from acceptance of an offer through completion of initial onboarding activities.
• Conduct approximately two staff new hire orientations each week and two or more attorney orientations each week, ensuring new employees and partners receive relevant information regarding the Firm, policies, resources, systems, benefits, and workplace expectations.
• Serve as a primary point of contact for new hires throughout the pre-boarding and onboarding process, providing timely communication regarding requirements, deadlines, and next steps.
• Coordinate the collection of offer letters and other required onboarding documentation.
• Monitor outstanding onboarding documents and proactively follow up with incoming employees to ensure all required materials are completed prior to established deadlines.
• Administer the employment eligibility verification process, including completion and maintenance of Form I-9 documentation in accordance with applicable requirements and Firm procedures.
• Coordinate with appropriate internal teams regarding attorney conflict checks and provide regular status updates regarding outstanding or completed conflict clearance requirements.
• Oversee new hire onboarding forms and workflows within UKG.
• Compile and communicate new hire information to Shared Services and other internal stakeholders.
• Track onboarding progress for multiple incoming employees and identify outstanding items that could impact an individual's anticipated start date.
• Coordinate with Human Resources, Recruiting, hiring managers, office leadership, and other stakeholders to resolve onboarding issues and ensure readiness for each employee's first day.
• Identify opportunities to improve onboarding processes, communications, forms, workflows, and the overall new hire experience.
• Provide additional administrative and project support to the Human Resources team as needed.
• Engage professionally and effectively with staff at all levels in a fast-paced, high-pressure environment, demonstrating flexibility, initiative, discretion, and strong problem-solving skills while maintaining confidentiality.

QUALIFICATIONS:

• Education: Bachelor’s degree (BA or BS) from a four-year accredited college or university preferred

EXPERIENCE, SKILLS & COMPETENCIES:

• Experience: Minimum of 2+ years of Human Resources experience, including experience supporting HR processes and performing hands-on HRIS data entry. Prior experience in a professional services environment, such as a law firm or consulting firm, is preferred.
• HR Systems & Technical Proficiency: Proficiency in HRIS platforms, including experience entering, maintaining, and reviewing employee and onboarding information; experience with UKG preferred. Demonstrated knowledge of applicable employment laws and regulatory requirements related to onboarding and employment eligibility verification, including Form I-9 requirements. Proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint. Experience creating and generating reports from various systems to support HR activities and data analysis.
• Coordination & Organization: Demonstrated ability to coordinate multiple concurrent onboarding activities, requirements, deadlines, and stakeholders while maintaining accurate and organized records. Effectively tracks outstanding items, follows up on required documentation and activities, and coordinates interdependent steps to support timely completion of onboarding requirements and employee start-date readiness. Demonstrates flexibility and the ability to prioritize work and balance competing demands in a fast-paced environment.
• Communication & Collaboration: Communicates clearly and professionally, both verbally and in writing, with incoming employees and internal stakeholders at all levels. Effectively collaborates across Human Resources, Recruiting, Shared Services, hiring managers, office leadership, and other internal teams to communicate requirements, provide status updates, facilitate the exchange of information, and support an organized onboarding experience.
• Initiative & Problem-Solving: Demonstrates initiative in monitoring onboarding activities, identifying outstanding requirements or issues that may affect established deadlines or start dates, and taking appropriate follow-up action. Uses sound judgment and problem-solving skills to address routine onboarding issues, elevate matters when appropriate, and identify opportunities to improve onboarding processes, communications, forms, and workflows.
• Confidentiality & Professionalism: Handles employee, candidate, and Firm information with discretion and maintains confidentiality in accordance with Firm practices and applicable requirements. Demonstrates professionalism, flexibility, and reliability when interacting with employees and stakeholders at all levels, including in fast-paced and high-pressure situation.

SUPERVISORY RESPONSIBILITY:

• No direct supervisory authority required.

WORKING CONDITIONS:

• Primarily performed in an office environment with frequent interaction across multiple legal teams.
• Occasional travel to court, other office locations, or administrative/regulatory sites may be required.
• Work hours are generally standard business hours; however, occasional evenings or weekends may be required to meet deadlines or manage urgent docketing needs.
• Fast-paced, collaborative environment requiring adaptability, attention to detail, and the ability to manage multiple priorities simultaneously.

PHYSICAL REQUIREMENTS:

• Position is generally sedentary in nature; it involves sitting most of the time, but may involve the need for inter-office mobility for brief periods of time.
• Ability to occasionally or routinely lift up to 10 lbs.
• Ability to efficiently communicate.
• Ability to perform repetitive motions required.
• Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.