Staffing Onboarding Specialist

S+H Search; Rowlett (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

S+H Search in Rowlett, TX is seeking an organized specialist to manage the onboarding of newly placed consultants. You will collect and review required documentation, coordinate pre-employment steps, maintain accurate records, and confirm that each consultant is fully cleared before starting an assignment.

The ideal candidate thrives in a fast-paced, deadline-driven environment, identifies missing or incorrect information, follows up with the right parties, and keeps multiple onboarding files

Qualifications

• 2+ years of experience in staffing, onboarding, HR operations, or another high-volume administrative environment with recurring deadlines.
• Experience handling onboarding requirements for employees or consultants across different types of positions.
• Comfortable working with multiple software platforms, including onboarding systems, background-check portals, HRIS/payroll systems, CRM platforms, and Microsoft 365.
• Working knowledge of Form I-9 and E-Verify requirements, including applicable completion timelines.

Responsibilities

• Manage the onboarding process from receipt of a new consultant's information through final clearance.
• Collect, review, and verify required new-hire documentation, including I-9, E-Verify, tax withholding forms, direct deposit information, licenses, and certifications.
• Verify assignment details such as work location, position, job responsibilities, and compensation.
• Coordinate background screenings, drug testing, credentialing, and other pre-employment requirements.
• Track outstanding items and proactively follow up to keep onboarding activities on schedule.
• Enter and maintain consultant information accurately across internal systems and related platforms.
• Provide written confirmation once all onboarding requirements have been completed.
• Communicate status updates and outstanding requirements clearly to recruiters, agency partners, and internal teams.
• Review files carefully and identify issues that could create payroll, compliance, or start-date concerns.
• Work closely with payroll, client services, and compliance teams to resolve onboarding exceptions.
• Maintain accurate, organized, and audit-ready records across multiple states and jurisdictions.
• Identify recurring onboarding issues and recommend improvements to processes and procedures.

Skills

Onboarding coordination

Organizational skills

Follow-up skills

Independent working

Bilingual English/Spanish (preferred)

Tools

HRIS/Payroll systems

CRM platforms

Onboarding systems

Microsoft 365

HubSpot (CRM)

Job description

Schedule: Monday-Friday, 8:30 AM-5:30 PM Central

Work Arrangement: On-site

Employment Type: Full-time

Position Overview

We are seeking an organized and detail-focused Specialist to manage the onboarding process for newly placed consultants. This position is responsible for collecting and reviewing required documentation, coordinating pre-employment requirements, maintaining accurate records, and confirming that each consultant is fully cleared before beginning an assignment.

The ideal candidate is comfortable working in a fast-paced, deadline-driven environment and can confidently identify missing or incorrect information, follow up with the appropriate parties, and keep multiple onboarding files moving at the same time.

Key Responsibilities

• Manage the onboarding process from receipt of a new consultant's information through final clearance.


• Collect, review, and verify required new-hire documentation, including I-9, E-Verify, tax withholding forms, direct deposit information, licenses, and certifications.


• Verify assignment details such as work location, position, job responsibilities, and compensation.


• Coordinate background screenings, drug testing, credentialing, and other pre-employment requirements.


• Track outstanding items and proactively follow up to keep onboarding activities on schedule.


• Enter and maintain consultant information accurately across internal systems and related platforms.


• Provide written confirmation once all onboarding requirements have been completed.


• Communicate status updates and outstanding requirements clearly to recruiters, agency partners, and internal teams.


• Review files carefully and identify issues that could create payroll, compliance, or start-date concerns.


• Work closely with payroll, client services, and compliance teams to resolve onboarding exceptions.


• Maintain accurate, organized, and audit-ready records across multiple states and jurisdictions.


• Identify recurring onboarding issues and recommend improvements to processes and procedures.

Qualifications

Required

• 2+ years of experience in staffing, onboarding, HR operations, or another high-volume administrative environment with recurring deadlines.


• Experience handling onboarding requirements for employees or consultants across different types of positions.


• Comfortable working with multiple software platforms, including onboarding systems, background-check portals, HRIS/payroll systems, CRM platforms, and Microsoft 365.


• Working knowledge of Form I-9 and E-Verify requirements, including applicable completion timelines.

Preferred

• Experience with multi-state employee onboarding and state-specific requirements.


• Familiarity with workers' compensation classifications.


• Experience with an ATS, VMS, MSP, HRIS, or payroll system.


• Experience with HubSpot or a comparable CRM.


• Bilingual English/Spanish skills.

What You'll Bring

• A strong sense of ownership and accountability.


• Excellent organizational and follow-up skills.


• The ability to work independently while collaborating effectively with multiple teams.


• A careful, compliance-minded approach to reviewing documentation.
  
• The confidence to communicate when information is incomplete or a consultant is not yet ready for clearance.


• A proactive mindset focused on preventing issues before they impact start dates or payroll.