Onboarding Specialist

FlexTek; Houston (TX); On-site; USD 52,000 - 78,000; Full time

Job summary

FlexTek in Houston, TX seeks an Onboarding Specialist to coordinate new-hire onboarding, pre-employment screening, and workforce compliance for an industrial services environment. You will ensure documentation, testing, safety training, and project onboarding requirements are completed on time, while collaborating with HR, Recruiting, Safety, Operations, and project leadership to keep onboarding on track.

The ideal candidate will be detail-oriented, highly organized, and capable of managing

Qualifications

• Experience in employee onboarding or HR coordination.
• Experience supporting industrial, construction, manufacturing, oil & gas, or safety-sensitive environments preferred.
• Familiarity with pre-employment drug testing, background checks, safety training, and onboarding requirements.
• DISA experience highly preferred.

Responsibilities

• Coordinate onboarding process for new employees, ensuring documentation and activities are completed on time.
• Schedule and track pre-employment screenings, background checks, and safety testing.
• Assist employees with onboarding paperwork and required acknowledgments.
• Monitor onboarding progress and follow up on missing information.
• Maintain accurate onboarding records in internal systems.
• Coordinate with HR, Recruiting, Safety, and Operations to ensure smooth onboarding.

Skills

Organizational skills

Attention to detail

Communication

Time management

Tools

Excel

Outlook

HRIS

Onboarding platforms

Compliance tracking systems

Job description

We are seeking a highly organized and detail-oriented Onboarding Specialist for our internal team to support employee onboarding, pre-employment screening, and workforce compliance for a growing industrial services organization.

This position will play an important role in ensuring new hires complete all required documentation, testing, safety training, and project-specific onboarding requirements before being cleared to begin work.

The ideal candidate has experience supporting industrial, construction, manufacturing, or other safety-sensitive work environments and understands the importance of maintaining accurate records, meeting project deadlines, and ensuring employees satisfy customer and jobsite compliance requirements.

We are looking for someone who is proactive, dependable, and comfortable managing multiple onboarding processes simultaneously while working closely with HR, Recruiting, Safety, Operations, and project leadership.

Key Responsibilities

Employee Onboarding & Pre-Employment Coordination

• Coordinate the onboarding process for new employees, ensuring all required documentation and pre-employment activities are completed accurately and on time.
• Schedule and track pre-employment drug screenings, background checks, physicals, and other required testing.
• Assist employees with onboarding paperwork, employment documentation, and required acknowledgments.
• Monitor onboarding progress and proactively follow up on missing information or outstanding requirements.
• Communicate with new hires, recruiters, hiring managers, and operational teams to ensure a smooth onboarding experience.
• Maintain accurate employee onboarding records and documentation within internal systems.

Safety & Project Compliance

• Coordinate required safety orientations, training, certifications, and project-specific onboarding requirements.
• Verify that employees meet applicable customer, jobsite, and project compliance standards before being cleared for work.
• Track completion of required safety documentation, training, and certifications.
• Partner with Safety and Operations teams to address missing documentation or compliance concerns.
• Maintain organized records to support compliance reviews, audits, and project requirements.
• Assist with onboarding requirements for employees assigned to multiple jobsites or customer locations.

Systems & Administrative Support

• Utilize onboarding, compliance, and employee management systems to track employee readiness and documentation.
• Coordinate with third-party screening and compliance providers to monitor testing and onboarding requirements.
• Assist with DISA-related onboarding and compliance activities, including monitoring required screenings and documentation, as applicable.
• Maintain spreadsheets, trackers, and reporting tools to monitor onboarding status and outstanding requirements.
• Identify potential delays and proactively communicate updates to the appropriate stakeholders.
• Support additional HR, recruiting, and workforce administration activities as needed.

Qualifications

• Previous experience in employee onboarding, HR coordination, recruiting coordination, workforce compliance, or a related administrative role.
• Experience supporting an industrial, construction, manufacturing, oil & gas, or other safety-sensitive workforce strongly preferred.
• Familiarity with pre-employment drug testing, background screenings, safety training, and jobsite onboarding requirements.
• DISA experience highly preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple employees, deadlines, and onboarding requirements simultaneously.
• Excellent written and verbal communication skills.
• Strong follow-through and ability to independently resolve outstanding onboarding items.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Experience with HRIS, onboarding platforms, or compliance tracking systems preferred.
• Ability to handle confidential employee information professionally and discreetly.

What We're Looking For

• Detail-Oriented: Understands that missing documentation or incomplete testing can prevent an employee from being cleared for a project.
• Proactive: Consistently follows up on outstanding requirements rather than waiting for someone to identify an issue.
• Organized: Comfortable managing multiple onboarding files, compliance requirements, and deadlines simultaneously.
• Compliance-Minded: Understands the importance of following established processes in safety-sensitive environments.
• Strong Communicator: Able to coordinate effectively with employees, recruiters, safety personnel, and project managers.
• Dependable: Takes ownership of responsibilities and understands how onboarding delays can impact project schedules.
• Adaptable: Comfortable working in a fast-paced environment where employee start dates and project priorities may change.

Why This Opportunity?

This is an excellent opportunity for an HR or onboarding professional who enjoys working in a fast-paced, project-driven industrial environment.

You’ll gain hands‑on experience coordinating employee onboarding, safety compliance, pre‑employment testing, and workforce readiness while working closely with HR, Recruiting, Safety, and Operations.

For someone with industrial or construction experience who enjoys keeping processes organized and ensuring employees are ready to work, this role offers the opportunity to make a direct impact on daily operations and project success.