Onboarding Specialist

HonorVet Technologies; Fairfield (NJ); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Job summary

HonorVet Technologies is seeking an Onboarding Specialist to manage day-to-day onboarding activities for candidates placed with U.S. clients.

You will ensure timely completion of onboarding documentation, background screening, credentialing, and client-specific compliance from offer through start. The role will also assist with workload coordination, candidate and recruiter follow-ups, quality checks, onboarding trackers, team guidance, escalations, and adherence to established client and

Qualifications

• Experience in US staffing onboarding, credentialing, documentation, and compliance processes.
• Experience handling candidate onboarding in US staffing/healthcare staffing.
• Strong follow-up and candidate coordination skills.
• Ability to guide and support junior team members.
• Strong attention to detail and documentation accuracy.
• Ability to manage multiple candidates, deadlines, and priorities.

Responsibilities

• 1. US Candidate Onboarding & Coordination: Manage and monitor candidate onboarding from receipt of the signed offer through successful start with the client; Ensure candidates complete required onboarding documentation and compliance requirements within established timelines; Conduct regular follow-ups with candidates regarding pending documents, screenings, credentials, and other onboarding requirements; Coordinate with Recruitment, Compliance, HR, Operations, and other internal teams to ensure smooth onboarding; Identify potential delays that could affect candidate start dates and elevate them promptly to the Team Lead; Provide candidates with clear guidance regarding onboarding requirements and next steps.

Job description

HonorVet Technologies is hiring for Onboarding Specialist role. The person will support in managing day-to-day onboarding activities for candidates placed with U.S. clients. The role is responsible for ensuring timely completion of onboarding documentation, background screening, credentialing, and client-specific compliance requirements from offer acceptance through successful candidate start.

The position will also assist with workload coordination, candidate and recruiter follow-ups, quality checks, onboarding trackers, team guidance, escalations, and adherence to established client and internal processes.

1. US Candidate Onboarding & Coordination

• Manage and monitor candidate onboarding from receipt of the signed offer through successful start with the client.
• Ensure candidates complete required onboarding documentation and compliance requirements within established timelines.
• Conduct regular follow-ups with candidates regarding pending documents, screenings, credentials, and other onboarding requirements.
• Coordinate with Recruitment, Compliance, HR, Operations, and other internal teams to ensure smooth onboarding.
• Identify potential delays that could affect candidate start dates and elevate them promptly to the Team Lead.
• Provide candidates with clear guidance regarding onboarding requirements and next steps.

2. Documentation & Compliance

• Review onboarding documents for completeness, accuracy, validity, and compliance with applicable client requirements.
• Ensure candidate requirements are completed according to the applicable client compliance matrix/checklist.
• Track background checks, drug screenings, employment/education verification, licenses, certifications, health documents, and other applicable requirements.
• Maintain complete and organized personnel/onboarding files.
• Identify missing, incomplete, or expiring documentation and ensure timely follow-up.
• Support adherence to applicable internal policies, client requirements, and Joint Commission (JCC) requirements where applicable.
• Assist the Team Lead with daily allocation and monitoring of onboarding cases.
• Monitor team workload and highlight capacity or turnaround-time concerns.
• Provide day-to-day guidance to onboarding team members regarding processes and client requirements.
• Support new team members during training and transition into independent case handling.
• Act as a first-level point of support for routine onboarding issues and escalate complex matters to the Team Lead/Manager.
• Provide coverage and operational support during team member absences or high-volume periods.

4. Recruitment & Internal Coordination

• Work closely with Recruiters and Recruitment Team Leads to obtain complete candidate information and documentation.
• Communicate onboarding status, pending requirements, potential delays, and candidate concerns to relevant stakeholders.
• Follow up proactively on requirements that may impact the candidate's confirmed start date.
• Ensure effective handoff between Recruitment and Onboarding.
• Escalate candidate withdrawals, non-responsiveness, compliance concerns, or potential start-date risks promptly

5. Tracking, Reporting & Data Accuracy

• Maintain accurate and real-time candidate status in onboarding trackers and applicable systems.
• Ensure client-specific checklists are updated consistently.
• Monitor pending cases, upcoming start dates, compliance status, and aging onboarding cases.
• Review tracker data for discrepancies or missing information.
• Provide daily/weekly onboarding status reports as required.
• Support the Team Lead in preparing operational and performance reports for management.
• Good understanding of US staffing onboarding, credentialing, documentation, and compliance processes.
• Experience handling candidate onboarding, preferably within US staffing/healthcare staffing.
• Strong follow-up and candidate coordination skills.
• Ability to guide and support junior team members.
• Strong attention to detail and documentation accuracy.
• Ability to manage multiple candidates, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to coordinate effectively with Recruitment, HR, Compliance, and Operations.
• Good problem-solving and escalation-management skills.
• Proficiency with Microsoft Office/Google Workspace, ATS/VMS, onboarding systems, and compliance trackers.