Onboarding Specialist

Sales Match; City of Utica (NY); Remote; USD 50,000 - 68,000; Full time

Benefits offered by this job

Fully remote work

Structured onboarding and training

Regular check-ins with HR team lead

Opportunity to build HR systems skills

Health coverage, paid leave, 401(k)

Job summary

Sales Match is seeking an Onboarding Specialist to join a remote HR team in the United States. You will help new hires understand next steps, complete introductory activities, and move smoothly into their teams, with updates shared to managers and consistent follow-through.

The role requires a 40-hour weekly commitment and works fully remotely from home in New York, with responsibilities handled online and via virtual communication tools.

Qualifications

• High school diploma or equivalent.
• 1–2 years onboarding/HR coordination experience preferred.
• Familiar with onboarding checklists and manager handoffs.
• Comfort navigating HR systems, scheduling tools, and learning platforms.
• Clear written and verbal communication for welcome messages and updates.
• Ability to manage multiple onboarding timelines and maintain notes.
• Authorization to work in the United States.

Responsibilities

• Receive new hire handoffs, confirm start information and milestones.
• Send welcome messages and identify contacts for questions outside scope.
• Maintain onboarding task status in BambooHR with progress notes.
• Arrange virtual introductions via Outlook and confirm invitations.
• Assign courses in Docebo and monitor completion against milestones.
• Answer routine questions with approved guidance.
• Follow up on incomplete activities and update completion dates.
• Refer access issues to IT and escalate unclear requirements.
• Review progress before closing onboarding checklist.
• Meet quality by timely updates, complete notes, and follow-ups.

Skills

Onboarding coordination

HR administration

Scheduling tools

Communication

Education

High school diploma or equivalent

Tools

BambooHR

Microsoft Outlook

Docebo LMS

Job description

Job Title: Onboarding Specialist

Monthly Pay: $4,436 - $6,071 USD per month

Summary:

This role sits within an HR team guided by an HR team lead and works alongside recruiters, hiring managers, and training colleagues. The Onboarding Specialist helps new hires understand their next steps, complete introductory activities, and move smoothly into their teams. Clear updates and dependable follow-through help employees feel prepared while keeping managers informed about outstanding onboarding tasks. This fully remote position offers work from home in New York, United States, with all responsibilities handled through online systems and virtual communication. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Receive new hire handoffs through the HR team's shared inbox and task queue, confirming start information, assigned managers, and onboarding milestones before initiating outreach.
• Send welcome messages using approved templates, explain the onboarding sequence, and identify the appropriate contact for questions outside the specialist's responsibilities.
• Maintain onboarding task status in an HR system such as BambooHR, checking assigned activities for accuracy and recording clear progress notes.
• Arrange virtual introductions and orientation sessions through a scheduling and calendar tool such as Microsoft Outlook, confirming invitations and resolving attendance conflicts.
• Assign introductory courses through a learning management system such as Docebo, explain navigation steps, and monitor completion against agreed onboarding milestones.
• Answer routine new hire questions about orientation activities, team introductions, and training resources, using approved guidance rather than making unsupported commitments.
• Follow up on incomplete activities with new hires and managers, recording responses and updating expected completion dates when circumstances change.
• Refer system access problems to IT and unclear onboarding requirements or delayed handoffs to the HR team lead, including relevant context and previous actions.
• Review progress before closing each onboarding checklist, confirm remaining ownership with the receiving manager, and communicate any unresolved training or introduction needs.
• Meet quality expectations through accurate task updates, timely responses, complete notes, and consistent follow-up, while sharing recurring obstacles during team reviews.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of experience in employee onboarding, HR administration, or closely related coordination work preferred.
• Familiarity with new hire orientation, onboarding checklists, manager handoffs, and the distinction between routine guidance and questions requiring HR team lead input.
• Comfortable navigating HR systems, scheduling tools, and learning platforms, including checking task status and helping others locate introductory resources.
• Clear written and verbal communication for welcome messages, virtual introductions, progress updates, and respectful follow-up with new hires and managers.
• Ability to prioritize multiple onboarding timelines, notice missing steps, and maintain accurate notes without losing track of pending responses.
• Careful handling of employee information, sound judgment about sharing details, and willingness to follow established internal handling procedures.
• A reliable computer, high-speed internet, and a quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work centered on online onboarding activities and virtual team interactions.
• Structured onboarding and training on the named HR, scheduling, and learning systems, with guided practice on common workflows.
• Regular check-ins with the HR team lead to review priorities, discuss obstacles, and receive practical feedback.
• Opportunities to build employee onboarding, orientation coordination, HR systems navigation, and cross-team communication skills.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.