Onboarding Coordinator

The Ruhlin Company; Center (TX); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Employee Stock Ownership Program (ESOP)

401k match

Medical, Dental, Vision Insurance

Paid vacation and sick days

Tuition Reimbursement

Job summary

A national construction services leader seeks an Onboarding Coordinator to enhance the onboarding process for new hires. The role entails coordinating logistics, ensuring compliance with employment laws, and serving as a liaison between Human Resources and various departments. Candidates should possess a bachelor’s degree in human resources or a related field, alongside strong organizational and communication skills. The position is based in Texas, offering comprehensive benefits and the opportunity to contribute to a century-old firm's commitment to partnership and client satisfaction.

Qualifications

• One to three years of human resources experience preferred.
• HR certification a plus.
• Working knowledge of employment-related laws and regulations.

Responsibilities

• Administer the onboarding process for new hires.
• Serve as the primary liaison between HR and all departments.
• Coordinate onboarding logistics and ensure compliance.

Skills

Strong time management

Organizational skills

Interpersonal skills

Communication skills

Team focused mindset

Education

Bachelor’s degree in human resources or related field

Tools

Microsoft 365

Job description

The Ruhlin Company

The Ruhlin Company seeks to hire an Onboarding Coordinator. The opening is based out of Ruhlin's Sharon Center office. This position reports to the HR Manager.

Summary

Administer the company’s onboarding process for new hires. Serve as the primary liaison between Human Resources and all divisions and departments to ensure a smooth, compliant transition into the company. Coordinate onboarding logistics and communication. Continuously evaluate and improve onboarding practices to strengthen compliance, efficiency, and the new hire experience.

Responsibilities

• Communicate with new hires regarding start dates, onboarding schedules, required documentation, and pre-employment requirements.
• Serve as the primary point of contact for new hires, responding to onboarding-related technical and policy questions.
• Prepare and maintain onboarding materials and spaces, including PPE and technology (iPads and accessories).
• Manage the onboarding experience from offer acceptance through first day readiness.
• Ensure a consistent, professional, and welcoming onboarding experience for all new hires.
• Assist with new hire surveys and analyze onboarding feedback to identify improvement opportunities.

Documentation & Compliance

• Maintain confidentiality and ensure compliance with applicable employment laws, regulations, and company policies.
• Track onboarding progress through the Employee Portal onboarding dashboard to ensure timely completion of all required tasks and documentation.
• Follow up with the new hires to collect missing or incomplete documentation (e.g., I-9 verification, OSHA 10-HR, and other required records).

Cross-Functional Coordination

• Serve as the primary point of contact between Human Resources and all departments and divisions to coordinate onboarding requirements and timelines.
• Train project staff and Project Coordinators on onboarding procedures and requirements; provide ongoing guidance and support as needed.
• Coordinate with the Safety Department to identify, schedule, and communicate project-specific and regulatory training requirements.
• Administer and facilitate project-specific onboarding training requirements (e.g., eRailSafe, ISNetworld, and similar platforms).

Pre-employment Requirements & Documentation

• Coordinate with third-party vendors to facilitate pre-employment screening and testing.
• Monitor pre-employment screening results and notify the Human Resources Manager of issues, delays, or non-compliance.
• Schedule and maintain ICRA, and other client-required training, ensure required files are updated, and enter employee training data into HCSS.
• Run and review Motor Vehicle Reports (MVRs) for new hires with Human Resources Manager oversight.
• Coordinate scheduling and completion of required pre-employment testing including drug and alcohol screening, tuberculosis, lead, respirator, PAPR, DOT, FRA, and FMCSA requirements.
• Ensure all required testing, training, and credentialing documentation is received, reviewed, and properly retained.

Process Improvement & Reporting

• Identify inefficiencies in onboarding processes and recommend improvements to the Human Resources Manager.
• Research onboarding best practices and tools; recommend enhancements to improve efficiency, consistency, and the new hire process.
• Maintain onboarding metrics and prepare weekly status reports for the Human Resources Manager.
• Lead or support onboarding-related projects, including the development and maintenance of onboarding materials (e.g., checklists, guides, videos).
• Maintain onboarding SOPs and related process documentation.
• Create, update, and maintain onboarding checklists by position.

Departmental Support & Additional Responsibilities

• Assist with the planning and coordination of employee events and recognition programs.
• Support Human Resources initiatives and projects, including process improvements, training programs, and compliance related activities.
• Attend hand-off meetings and coordinate with project teams to ensure jobsites maintain required labor law postings, notices, and other required documentation.
• Perform additional assignments as directed by the Human Resources Manager.

Essential Skills and Experience

• Bachelor’s degree in human resources, business administration or related field preferred.
• HR certification a plus.
• One to three years of human resources experience preferred.
• Working knowledge of employment-related laws, regulations, and onboarding best practices.
• Strong time management and organizational skills.
• Proficiency with Microsoft 365.
• Excellent interpersonal and communication skills.
• Ability to travel occasionally within Ohio.
• Team focused mindset with the ability to build strong working relationships.
• Commitment to company values.

Direct Report(s)

Direct Report(s): None

About The Ruhlin Company

The Ruhlin Company was founded on a corporate philosophy of partnership. For over 100 years we have created cooperative relationships with our clients by listening closely to their needs and successfully translating their visions into reality. Client satisfaction is the bedrock of our reputation, earned through innovative construction technology, experienced leadership and an unswerving commitment to quality. Today Ruhlin enjoys a national reputation as a construction services leader. From bridges to buildings, client success is built in.

The Ruhlin Company offers a comprehensive benefits package to eligible employees which includes Employee Stock Ownership Program (ESOP), 401k match, Bonus, Medical, Dental, Vision, Life Insurance, Long Term Disability coverage, Tuition Reimbursement paid vacation and sick days.

The Ruhlin Company is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, sex, age, color, disability or handicap, veteran/military status, national origin, genetic information, sexual orientation or gender identity, or any other characteristic protected by applicable law.