Onboarding Specialist

Wheeler Staffing Partners; Rockwall (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Wheeler Staffing Partners is seeking an Onboarding Specialist to join our growing team in Rockwall, TX. The role focuses on high-volume employee onboarding across multiple clients, ensuring accuracy, compliance, and timely start dates.

Key duties include coordinating documentation, I-9 verification, and pre-employment checks while serving as the primary contact for new hires. You will collaborate with HR, payroll, benefits, and operations to deliver a smooth onboarding experience.

Qualifications

• 2+ years of employee onboarding, HR administration, payroll/EOR, staffing, or related experience preferred.
• Experience managing high-volume onboarding is highly desirable.
• Experience within a PEO, EOR, staffing, payroll, or multi-client HR environment is desirable.
• Proficiency with HRIS, payroll, ATS, or onboarding platforms and strong data-entry skills.

Responsibilities

• Manage end-to-end onboarding for a high volume of new employees across multiple clients and locations.
• Initiate onboarding, collect necessary documentation, and meet established deadlines.
• Communicate with new hires about requirements, start dates, and next steps.
• Ensure Form I-9 and employment eligibility verifications are completed accurately.

Skills

High-volume onboarding

HR coordination

I-9 compliance

Excellent communication

Education

HR-related degree

Tools

HRIS

ATS

Excel

Job description

Wheeler Staffing Partners is seeking an experienced Onboarding Specialist for a growing client in the PEO/EOR (Professional Employer Organization/Employer of Record) industry. This position will be based onsite in Rockwall, TX and will play a key role in ensuring new employees are onboarded accurately, efficiently, and on time.

The ideal candidate has previous experience managing high-volume employee onboarding and understands the importance of accuracy, compliance, communication, and follow-through. This individual will coordinate multiple onboarding activities simultaneously and serve as a primary point of contact for employees as they move through the pre-employment and onboarding process.

This is an excellent opportunity for someone who thrives in a fast-paced, deadline-driven environment and enjoys creating a smooth experience for new employees.

Key Responsibilities

• Manage the end-to-end onboarding process for a high volume of new employees across multiple clients, locations, and/or states.
• Initiate onboarding for new hires and ensure all required employment documentation is completed accurately and within established deadlines.
• Communicate directly with new employees regarding onboarding requirements, outstanding documentation, start dates, and next steps.
• Complete and monitor Form I-9 and employment eligibility verification requirements.
• Collect and review required new-hire documentation, including tax forms, direct deposit information, employment agreements, policies, acknowledgments, and other required documents.
• Coordinate and track background checks, drug screenings, employment verification, and other pre-employment requirements as applicable.
• Enter and maintain accurate employee information within HRIS, payroll, onboarding, and other internal systems.
• Review onboarding documentation for accuracy and completeness before employees are cleared to begin work.
• Follow up with employees regarding missing or incomplete information to prevent delays in start dates.
• Coordinate with internal HR, payroll, benefits, recruiting, operations, and client teams to ensure successful employee onboarding.
• Assist employees with questions regarding onboarding paperwork, payroll setup, benefits enrollment, company policies, and employment procedures.
• Maintain accurate employee records and ensure confidential information is handled appropriately.
• Track onboarding progress across a large volume of simultaneous new hires and proactively identify potential issues or delays.
• Ensure onboarding activities comply with company procedures and applicable federal, state, and local employment requirements.
• Support employee changes, rehires, transfers, terminations, and other employment-related administrative processes as needed.
• Identify opportunities to improve onboarding processes, workflows, communication, and overall employee experience.

Qualifications

• 2+ years of employee onboarding, HR administration, HR operations, payroll/EOR, staffing, or related experience preferred.
• Previous experience managing high-volume onboarding strongly preferred.
• Experience within a PEO, EOR, staffing, payroll, or multi-client HR environment is highly desirable.
• Working knowledge of new-hire documentation and employment onboarding requirements.
• Experience with I-9 verification and employment eligibility documentation.
• Experience using HRIS, payroll, ATS, or employee onboarding platforms.
• Strong data-entry skills with exceptional attention to detail and accuracy.
• Ability to manage a large number of employees and onboarding tasks simultaneously without sacrificing quality.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Comfortable communicating directly with employees, clients, and internal departments.
• Ability to prioritize urgent issues and meet strict onboarding and start-date deadlines.
• Strong problem-solving skills and ability to identify and resolve onboarding issues quickly.
• Ability to handle confidential employee information professionally.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.

About Wheeler Staffing Partners

Wheeler Staffing Partners connects experienced healthcare professionals and leaders with opportunities at healthcare organizations nationwide. We partner closely with candidates and clients to provide a streamlined recruiting experience and identify professionals who can make an immediate and lasting impact.