Onboarding Operations Associate

Actalent; Jacksonville (FL); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Actalent is seeking an Onboarding Operations Associate in Jacksonville, FL to support post-offer onboarding for consultants. The role partners with clients, program offices, and delivery teams to ensure a seamless onboarding experience.

Key duties include managing 25+ consultants, providing daily status updates, validating onboarding triggers, and leveraging tools like Appian, PeopleSoft, Salesforce, and more to drive efficiency.

Qualifications

• 2+ years in a customer service related position.
• Associates degree or 2+ years in a customer service related position.
• Preferred degree in Business, Communications, Psychology or Human Resources

Responsibilities

• Support onboarding of consultants and coordinate with multiple teams.
• Manage onboarding status updates and daily consultant communications.
• Ensure timely completion of pre-employment screening and compliance.
• Leverage onboarding tools and technology to streamline processes.
• Collaborate with client teams and field offices to meet hiring needs.
• Maintain accurate records and assist with weekly compliance reviews.

Skills

Customer service experience

Effective communication

Education

Associates degree or 2+ years in a customer service related position

Tools

Appian

PeopleSoft

Salesforce

Litmos

DocuSign

Microsoft Office

Job description

Actalent Corporate has an immediate opening for an Onboarding Associate at our Jacksonville, FL Corporate office!

Schedule:

• Internal | Permanent
• Full Time | Monday - Friday | 8:00 AM - 5:00 PM
• Hybrid | 4 days in-office, 1 day remote
• Hourly Rate: $20.19 per hr ($42,000 annually)
• Bonus Potential: $333 monthly (up to $4,000 annually)

Job Summary

The Onboarding Operations Associate ensures that our Consultants receive exceptional support during the post-offer screening process. This role involves coordinating with new hire consultants, clients, program offices, and alternative delivery teams to provide comprehensive onboarding assistance.

Key Responsibilities

Consultant Support and Communication

• Provide strong customer service in all interactions for a great consultant experience
• Manage an average of 25+ consultants and provide, at minimum, once daily updates on the onboarding status by noon local office time, including consultant calls and vendor follow-up.
• Interact with consultants to follow up on various onboarding requirements, ensuring customer satisfaction and timeliness to focus on speed to market onboarding
• Document all consultants' onboarding touchpoints and communicate updates in a timely manner (e.g., emails, phone calls, etc.) via shared onboarding platform (ACT)

New Hire Onboarding Process Management

• Receive and review onboarding triggers (New Hire Employee Status Forms and/or other forms) for accuracy and initiate onboarding within a 2-hour turnaround time.
• Validating new hire ESF accuracy and coaching field colleague partners if rejected
• Effectively leverage technology to manage all pre-employment screening requirements and communicate with local field office Business Support Associates, Recruiters, and Sales Teams as needed to proceed with the talent onboarding.
• Enter and manage the background and drug screening process for consultants, initiating screening within a 2-hour turnaround time.
• Ensure all pre-employment documents and requirements are executed as outlined by the client expectations in the CRG, Agreements, and National Accounts Page
• Participate and gain insights from weekly touchpoints with recruiting partners, attending meetings as needed for specialized hiring projects.
• Utilize technology and internal tools such as an integrated Appian Automated Candidate Tracker, various background vendors, drug screening vendors, Peoplesoft, Salesforce, Litmos, DocuSign, Microsoft Office (Excel, Outlook, Teams), Connected, Vendor Management Systems and Adobe.

Client and Team Engagement

• Submit new hire onboarding paperwork to our Client and Human Resources auditors, validating client and federal compliance processed correctly‑including screenings, forms, and I9 validation.
• Ensure client employment requirements, forms, policies, and documents regarding onboarding are kept current and validated with the Compliance Department.
• Engage in client meetings with the field team as needed for nuanced hiring projects and compliance updates.
• Ensure accurate and timely entry of new hire data, onboarding process updates, and all other required documentation within the onboarding and compliance process.
• Support onboarding issue resolution, including working closely with the field office to communicate required activities needed.
• Process weekly compliance audits in adherence to client and federal regulations
• Contribute to center culture via DEI, creativity, and feedback rich environment.
• Comfortability changing operating rhythm with technology or process enhancements
• Execute life cycle consultant experience by collaborating with Business Support, T&E, and case resolution associate colleagues
• Effective Communication: Demonstrates strong written and verbal communication skills, and the ability to interact effectively with diverse stakeholders.
• Detail-Oriented: Demonstrates attention to detail and the ability to prioritize while executing tasks and maintaining high organizational skills.
• Team Collaboration: Works well in a team-oriented environment that values fairness, openness, and feedback.
• Business Acumen: Thorough knowledge of the organization’s dynamics, key issues, and drivers
• Decision-Making: Strong decision-making abilities, especially in complex and dynamic situations.
• Technological Proficiency: Leverages technology effectively to streamline the onboarding process and enhance efficiency.
• Problem-Solving: Tackles complex issues and develops innovative, practical solutions.
• Adaptability: Embraces change proactively and adapts to new processes and technologies in a dynamic work environment.

Qualifications | Skills | Experience

• 2+ years in a customer service related position
• Associates degree or 2+ years in a customer service related position
• Preferred degree in Business, Communications, Psychology or Human Resources

About Actalent

With global headquarters outside of Baltimore, MD, Actalent has an existing network of almost 30,000 engineering and sciences consultants and more than 4,500 clients across the U.S., Canada, Asia, and Europe, including many of the Fortune 500. We give clients access to specialized experts that drive scale, innovation, and speed to market, supporting engineering and science initiatives that advance how companies serve the world.

Our Aston Carter brand provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies.

Our Culture

Actalent is an equal opportunity employer. We are committed to creating and fostering an inclusive environment for all employees. We encourage all employees to bring their most authentic selves to work. To achieve these goals, we offer a range of community groups and service opportunities for all employees.

Allegis Group Foundation

The Allegis Group Foundation is a central part of our commitment to giving back to the communities in which we work and live. Did you know that the Allegis Group Foundation can accelerate your efforts to create meaningful change in our communities? Incorporated in 2000, this philanthropic arm of our business awards direct grants to nonprofit organizations and provides additional financial support through our Employee/Office Match Program.

We form strategic alliances with national organizations for the contributions they make to the communities we serve, their ability to help our organization make an impact in the marketplace, and the development offerings they have for our internal employees and consultants.

Check out our Instagram and LinkedIn to see what it’s like to be part of our team: instagram.com/weareactalent | https://www.linkedin.com/company/actalentservices