Senior Talent Acquisition Coordinator

Trace3; Irvine (CA); On-site; USD 60,000 - 71,000; Full time

Benefits offered by this job

Comprehensive medical, dental andview

Job summary

Trace3 seeks a Senior Talent Acquisition Coordinator to manage onboarding for all new hires and contingent workers, coordinating with People Partners, Payroll, IT, and Hiring Managers to ensure a smooth Day 1 readiness. The role also supports onboarding for acquisitions and drives compliance across documentation and systems.

The ideal candidate has 3+ years in talent acquisition coordination, familiarity with ATS/HRIS tools, and strong communication and organizational skills.

Qualifications

• Bachelors in HR or related field preferred.
• 3+ years in talent acquisition coordination, onboarding, or HR operations.
• Experience with onboarding for fulltime and contingent workers.
• Experience with ATS, HRIS, and onboarding technology.
• Familiarity with Beeline, Greenhouse or UKG is a plus.

Responsibilities

• Own onboarding lifecycle for full-time hires from offer to Day 1 readiness.
• Serve as primary point of contact for candidates, hires, and managers.
• Administer pre-employment checks, documentation, system access.
• Coordinate onboarding milestones with TA, Payroll, IT, and HR partners.
• Prepare onboarding communications, schedules, and reminders.
• Track contingent workforce onboarding via Beeline and other systems.
• Maintain confidential onboarding records and documentation.
• Support onboarding for acquisitions and POH initiatives.
• Identify process improvements to streamline onboarding.

Skills

Talent Acquisition

Onboarding coordination

HR operations

Stakeholder management

Communication

Confidentiality

Time management

Relationship management

Education

Bachelor’s Degree in HR or relevant field

Tools

Greenhouse

UKG

Beeline

VMS

HRIS

Job description

Who is Trace3 ? Trace3 is a leading Transformative IT Authority, providing unique technology solutions and consulting services to our clients. Equipped with elite engineering and dynamic innovation, we empower IT executives and their organizations to achieve competitive advantage through a process of Integrate, Automate, Innovate. Our culture at Trace3 embodies the spirit of a startup with the advantage of a scalable business. Employees can grow their career and have fun while doing it! Trace3 is headquartered in Irvine, California. We employ more than 1,200 people all over the United States. Our major field office locations include Denver, Indianapolis, Grand Rapids, Lexington, Los Angeles, Louisville, Texas, San Francisco.

Ready to discover the possibilities that live in technology? Come Join Us! Street-Smart - Thriving in Dynamic Times

We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the “big picture.” We exercise sound business judgment in making high-quality decisions in a timely and cost-effective manner. We are highly creative and can dig deep within ourselves to find positive solutions to different problems.

Juice - The “Stuff” it Takes to be a Needle Mover

We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like.

Teamwork - Humble, Hungry and Smart

We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it’s due and demonstrate transparency. We “bring the weather” by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures – not just their success. We appreciate the individuality of the people around us.

JOB SUMMARY:

The Senior Talent Acquisition Coordinator manages onboarding for Trace3’s full-time new hires and contingent workers, including contractors, consultants, and temporary staff engaged through staffing partners. This role ensures a seamless, positive experience from offer acceptance through Day 1 readiness by coordinating pre-employment and pre-assignment requirements, including background checks, drug screenings, documentation, system access, and company, client, regulatory, and contractual obligations. The Senior Talent Acquisition Coordinator partners closely with People and Organizational Health, Talent Acquisition, IT, Payroll, Hiring Managers, staffing agencies, workforce suppliers, and the Vendor Management Team to track milestones, resolve outstanding items, escape compliance risks or delays, and maintain accurate workforce records. This position also supports onboarding and integration activities for teammates joining Trace3 through acquisitions, contributes to broader POH initiatives and projects, and helps deliver a consistent, high-quality entry experience for all incoming talent.

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Own and coordinate the onboarding lifecycle for full-time new hires from offer acceptance through Day 1 readiness, ensuring a seamless and positive start experience.
• Serve as a primary point of contact for candidates, new hires, hiring managers, and internal partners throughout the onboarding process.
• Administer and track pre-employment requirements, including background checks, drug screenings, offer documentation, onboarding forms, system access requests, and other readiness activities.
• Partner with Talent Acquisition, People Partners, Payroll, IT, Hiring Managers, and other stakeholders to align onboarding tasks, resolve outstanding items, and support timely start dates.
• Facilitate new hire communications, onboarding schedules, orientation logistics, and milestone reminders to promote clarity and engagement before start date.
• Coordinate the end-to-end onboarding process using Beeline (VMS) for contingent workers, contractors, consultants, and temporary staff, ensuring all company, client, regulatory, and contractual requirements are completed before assignment start dates.
• Serve as the key onboarding liaison for staffing agencies, workforce suppliers, the Vendor Management Team, and internal stakeholders regarding documentation, assignment readiness, and worker status updates.
• Monitor onboarding progress, identify risks or delays, and elevate compliance concerns, documentation discrepancies, or start-date issues to appropriate stakeholders.
• Prepare and maintain reports, dashboards, workflow trackers, and service-level updates related to onboarding activity, contingent workforce readiness, and operational performance.
• Maintain accurate and confidential onboarding records, employee files, contingent worker documentation, and system data in accordance with company processes and compliance requirements.
• Support onboarding and integration activities for teammates joining Trace3 through acquisitions, including coordination of documentation, communications, and stakeholder follow-up as needed.
• Assist with onboarding audits, data validation, process documentation, and recruitment operations reporting to support accuracy, compliance, and continuous improvement.
• Identify opportunities to streamline onboarding processes, improve stakeholder experience, and recommend enhancements to People and Organizational Health leadership.
• Support special projects and broader People and Organizational Health initiatives as assigned.
• Perform other job-related duties as assigned.

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor’s Degree in Human Resources or relevant field preferred.
• 3+ years of experience in Talent Acquisition coordination, onboarding, recruiting operations, HR operations, or related human resources function.
• Experience supporting the onboarding of fulltime and contingent workforces, including management of background checks, documentation, and company, client, and regulatory compliance.
• Proven ability to identify, escape, and mitigate onboarding risks, delays, and compliance concerns to ensure timely workforce Experience working with Applicant Tracking Systems, Human Resources Information Systems, and onboarding technologies.
• Experience with Greenhouse and UKG are a plus.
• Experience utilizing Vendor Management Systems (VMS), such as Beeline, to track contingent workforce onboarding, assignments, extensions, and workforce.
• Strong relationship management skills with the ability to build effective partnerships across Human Resources, Talent Acquisition, IT, Payroll, Procurement/Vendor Management, and business.
• Ability to manage and coordinate information with a high level of confidentiality.
• Outstanding interpersonal and communication (in-person, written, over the phone) skills and able to effectively interface with all levels of employees up to executive leadership.
• Highly organized, detail-oriented, excellent time management skills and able to effectively prioritize tasks in a fast-paced, high-volume, and evolving work environment.
• Ability to approach requests with a proactive and consultative manner; listen and understand user requests and needs and effectively deliver.
• Comfortable managing multiple and changing priorities, and meeting deadlines in an entrepreneurial environment.
• Motivated self-starter who loves to troubleshoot and solve challenging problems.

PHYSICAL DEMANDS:

While performing the standard duties of this job, the ability to communicate effectively in person, over the telephone or by email, depending upon the nature of the task you are performing, is essential to fulfilling the duties of this position.

WORK ENVIRONMENT:

If working at a Trace3 office, the employee is frequently surrounded by other employees and their conversations on the telephone and in person. The noise level and indoor office temperature may vary. Actual salary will be based on a variety of factors, including location, experience, skill set, performance, licensure and certification, and business needs. The range for this position in other geographic locations may differ. Certain positions may also be eligible for variable incentive compensation, such as bonuses or commissions, that is not included in the base salary. Estimated Pay Range $60,000 — $71,000 USD

The Perks

• Comprehensive medical, dental and vision plans for you and your dependents
• 401(k) Retirement Plan with Employer Match
• 529 College Savings Plan
• Health Savings Account
• Life Insurance
• Long-Term Disability
• Competitive Compensation
• Training and development programs
• Major offices stocked with snacks and beverages
• Collaborative and cool culture
• Work-life balance and generous paid time off

Our Commitment

At the core of Trace3's DNA is our people. We are a diverse group of talented individuals who understand the importance of teamwork and demonstrating leadership, character, and passion in all that we do. We’re committed to fostering an inclusive workplace where everyone feels respected, valued, and empowered to grow. We recognize that embracing diversity drives innovation, improves outcomes, foster collaboration, boosts teammate satisfaction, and builds a more inclusive culture. As an equal opportunity employer, Trace3 bases all employment decisions based on individual qualifications, merit, and business requirements. We do not engage in discrimination on the basis of race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability, genetic information, or any other characteristic protected by federal, state, or local law. Any demographic information provided is strictly voluntary, kept confidential in accordance with Equal Employment Opportunity (EEO) regulations, and will not be used in employment decisions, including hiring, promotions, or mentorship programs. We are committed to providing equal employment opportunities for all. If you require a reasonable accommodation to complete the application process or participate in an interview, please email [e-mail] .

To all recruitment agencies:

Trace3 does not accept unsolicited agency resumes/CVs. Please do not forward resumes/CVs to our careers email addresses, Trace3 employees or any other company location. Trace3 is not responsible for any fees related to unsolicited resumes/CVs.