Onboarding Specialist

Talentoma; Oregon; Remote; USD 51,000 - 64,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Bonus opportunities

Job summary

Talentoma is seeking an Onboarding Specialist to support new hires through the onboarding lifecycle in a fully remote role based in Oregon. You will coordinate welcome steps, track tasks, and ensure timely updates across HR systems.

Ideal candidates have 1–2 years of onboarding experience, strong communication skills, and the ability to work in a distributed team. The role requires a 40-hour week with varying shifts, and health benefits plus a 401(k) are offered.

Qualifications

• Strong written and verbal communication abilities.
• Proven ability to manage multiple onboarding tasks simultaneously.
• Ability to work in a fully remote environment with reliable internet.

Responsibilities

• Review onboarding requests and assign ownership in Bullhorn.
• Check start details and items against workflow guidance before coordinating.
• Create and maintain onboarding task lists in project management tools.
• Coordinate welcome steps, meetings, and required learning for new hires.
• Propose meeting times via Outlook and communicate changes promptly.
• Answer routine onboarding questions with clear, concise updates.
• Update notes and statuses in Bullhorn for team transparency.
• Follow up when information is missing or invitations are pending.
• Escalate unresolved questions to the onboarding team lead with context.
• Prepare simple status trackers in spreadsheets and Airtable.
• Meet quality expectations with timely updates and complete notes.

Skills

Communication skills

Time management

Attention to detail

Education

High school diploma or equivalent

Tools

Bullhorn

Microsoft Outlook

Airtable

monday.com

Job description

Monthly Pay: $4,577 - $5,731 USD per month

Summary:

A new hire request arrives, is reviewed, organized, guided through next steps, logged, and closed with clear notes. The Onboarding Specialist supports a smooth transition for incoming team members by coordinating onboarding activities, answering routine process questions, and keeping each request moving. This temporary role sits within the people operations team and works under an onboarding team lead. The specialist collaborates with new hires, hiring managers, recruiters, HR colleagues, and training contacts to confirm readiness and share timely updates. This is a fully remote, work from home position based in Oregon, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Receive onboarding requests through shared email, assigned tickets, and an applicant-tracking system such as Bullhorn, then review each request for required details and clear ownership.
• Check start information, role details, manager contacts, and outstanding onboarding items against established workflow guidance before beginning coordination.
• Create and maintain organized onboarding task lists in a project management platform such as monday.com, ensuring each activity has a current status and responsible contact.
• Coordinate welcome steps, introductory meetings, orientation activities, and required learning assignments with new hires, managers, recruiters, and training contacts.
• Use a scheduling and calendar tool such as Microsoft Outlook to propose meeting times, confirm invitations, and communicate changes promptly to affected participants.
• Provide clear, courteous responses to routine new hire questions about onboarding steps, timelines, orientation expectations, and available internal resources.
• Update request notes, task status, completed actions, and follow-up dates in the applicant-tracking system such as Bullhorn so colleagues can understand progress.
• Follow up with new hires or internal contacts when information is missing, meeting invitations remain unanswered, or required onboarding steps are incomplete.
• Escalate unresolved process questions, conflicting start details, access concerns, or delayed approvals to the onboarding team lead with concise background and current status.
• Prepare simple status trackers using a spreadsheets and data entry tool such as Airtable to help the team identify open tasks and approaching start dates.
• Meet quality expectations through accurate updates, timely turnaround, complete notes, respectful follow-up, and consistent use of approved onboarding workflows.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of experience supporting onboarding, people operations, coordination, or a related administrative function preferred.
• Familiarity with new hire orientation activities, workplace introductions, and employee transition workflows preferred.
• Experience using an applicant-tracking system such as Bullhorn to review requests and update status information preferred.
• Ability to use a scheduling and calendar tool such as Microsoft Outlook for invitations, confirmations, and meeting changes.
• Ability to maintain organized task trackers using a spreadsheets and data entry tool such as Airtable.
• Clear written and verbal communication skills for explaining steps, responding to questions, and sharing concise updates with varied contacts.
• Sound judgment when identifying incomplete requests, prioritizing follow-up, and escalating concerns to the appropriate team contact.
• 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.
• Fully remote work from home in Oregon, United States.
• Structured onboarding and training on the applicant-tracking system such as Bullhorn, project management platform such as monday.com, and scheduling and calendar tool such as Microsoft Outlook.
• Regular check-ins with the onboarding team lead to discuss priorities, questions, and workflow progress.
• Opportunities to build skills in new hire orientation, employee engagement, task coordination, and stakeholder communication.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.