Workforce Specialist

Industrial Electric Manufacturing; Jacksonville (FL); On-site; USD 60,000 - 66,000; Full time

Job summary

Industrial Electric Manufacturing (IEM) seeks an Onboarding Specialist to manage full-cycle pre-boarding, onboarding and changes in employment for IEM-US, ensuring smooth integration of new hires.

You will draft letters, run background checks, complete I-9 verification, coordinate orientation, manage resources, and maintain accurate HR data in HRIS. This role collaborates with COE Shared Services, adheres to compliance, and supports the 90-day onboarding period with strong attention to detail.

Qualifications

• Experience with onboarding and offboarding processes is required.
• Knowledge of HR policies and compliance requirements.
• Strong attention to detail and data accuracy.
• Ability to handle confidential information professionally.

Responsibilities

• Draft and issue offer letters and onboarding paperwork with accuracy.
• Handle pre-employment screenings, background checks, and I‑9 tasks.
• Coordinate new hire orientation sessions and materials logistics.
• Maintain HRIS records and ensure timely data updates.
• Serve as main contact for new hires during the first 90 days.

Skills

Onboarding coordination

HRIS data entry

I-9 verification

Background checks

Customer service

Tools

UKG

Job description

At IEM, we’re not just building innovative electrical distribution systems, we’re shaping the future. IEM is dedicated to delivering world-class solutions for complex power needs. After 75 years, we continue to push the boundaries of what’s possible. Whether you’re an experienced professional or just starting out, you’ll have the opportunity to contribute, grow, and make a lasting impact on industries that power the world’s most dynamic markets.

Reports To: Sr. Manager, COE and Shared Services

Salary Range: $60,000‑$66,000

Position Summary:

This position is responsible for supporting the full cycle pre‑boarding, onboarding, and changes in terms of employment and offboarding processes for IEM‑US. This role ensures the seamless integration of new employees into the organization. This role prepares letters, manages compliance related tasks, facilitates orientation, and provides critical administrative support to ensure a smooth onboarding experience for new hires. This role rotates between specific functional areas within the Shared Services and Center of Excellence. This includes Preboarding, Onboarding, Changes in Employment and Accelerated Response team. This role is an integral member of the Center of Excellence and Shared Services department for IEM US. This role also involves following guidelines and using standardized forms and processes, performing various data entry tasks, and ensuring accurate documentation to maintain the integrity of HR systems and processes. This role requires exceptional attention to detail and accuracy.

Key Responsibilities:

Onboarding & Orientation Support:

• Draft and issue offer letters and other necessary documentation, ensuring accuracy and compliance with organizational standards.
• Adhere to legal and organizational compliance requirements throughout the onboarding process, including background checks, I‑9 verification, and other pre‑employment screenings.
• Coordinate and prepare all items required for new hire orientation sessions, including scheduling, logistics, materials, badge distribution, IEM Swag and facility tours.
• Prepare and distribute new hire notifications to internal departments (e.g., IT, Facilities) to ensure resources and access are provided.
• Organize and manage all onboarding documentation, including Employee Handbook, and explain company policies and procedures.
• Enter and maintain accurate HR‑related data in HRIS systems, ensuring timely updates and compliance with audit standards.
• Partner with COE Benefits Specialist to orient new employees to company benefits and assist with enrollment process, ensuring accuracy and timely completion.
• Act as the primary point of contact for new hires, addressing questions and concerns during onboarding and throughout their first 90 days.

Continuously assess and enhance the onboarding experience based on employee feedback and HR best practices.

Changes in Terms of Employment:

• Prepare Personnel Action Forms and distribute for signatures, adhering to policies and procedures.
• Ensure timely input of data into HRIS and other required systems.

Employee Inquiry Management via IEMHR Shared Services Inbox:

• Monitor and manage the IEMHR shared services email inbox, serving as the first point of contact for employees seeking assistance with HR‑related questions or issues.
• Efficiently triage, categorize, and prioritize incoming emails to ensure each inquiry is addressed appropriately and in a timely manner.
• Respond to routine questions related to payroll, benefits, attendance, HR policies, and general inquiries, escalating more complex or sensitive matters to the appropriate HR team members. Coordinate responses through COE / Shared Services, or on‑site HR resources as necessary to achieve rapid responses to inquiries.
• Ensure alignment with internal service expectations and response timelines, tracking follow‑up and resolution as needed.
• Maintain a high level of professionalism and confidentiality in all communications.
• Identify recurring topics or issues from incoming emails to help inform process improvements and FAQ documentation.
• Maintain accurate and organized personnel files in compliance with company policies and legal requirements.
• Ensure all employee records, including hiring, performance, benefits, and disciplinary documentation, are updated in the UKG document management system.
• File all necessary documentation on a weekly basis, ensuring completeness and compliance.
• Assist in retrieving and organizing personnel files for audits, legal inquiries, or internal reviews.
• Always maintain confidentiality and security of sensitive employee records.

Offboarding:

• Support offboarding procedures, including preparing termination letters, revoking system access, collecting assets, and updating records.
• Ensure offboarding steps follow legal, compliance, and organizational policies.

Additional HR Support:

• Assist the HR team with general daily administrative tasks as needed.
• Participate in HR projects and initiatives aimed at improving internal processes and employee experience.
• Perform other duties as assigned by the HR Manager.

COMPETENCIES:

• Attention to Detail
• Responsive and Approachable
• Organizational and Time Management Skills
• Confidentiality
• Strong Sense of Urgency

Why Join IEM

At IEM, you’ll join a team that powers some of the world’s most ambitious projects. We’re engineers, makers, and problem‑solvers who thrive on tackling complex challenges and delivering solutions that keep industries moving forward. If you’re driven, collaborative, and ready to make an impact, we’d love to hear from you. Your creativity and passion can help us achieve great things—come be part of the journey.

We offer comprehensive and competitive benefits package designed to support our employees' well‑being, growth, and long‑term success. View a snapshot of our benefits at https://www.iemfg.com/careers

Beware of recruiting scams. IEM never charges candidates fees, and all recruiter emails come from an @iemfg.com address. If you suspect fraudulent activity, do not share personal information and report it to us atiemfg.com/contact

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IEM does not discriminate against any applicant based on any characteristic protected by law.

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