HR Onboarding Coordinator

New York, NY, United States

The HR Onboarding Coordinator provides HR support for business services employees based in the NY and DC offices. The primary responsibility of this role is to manage the onboarding process and to provide a positive, comprehensive and enjoyable onboarding experience for all new hires. Secondary responsibility of this role is to provide administrative support in the execution of HR services and processes relating to the full life cycle of an employee’s employment such as, but not limited to, performance management, retention, career development, reward, recognition, and employee engagement initiatives. Candidates must be able to work in office 3 days/week.

Job Relationships : This role supports the Director and Specialist of HR Business Services. This is a visible position and entails frequent interaction and collaboration with employees at all levels and liaises cross-functionally with Human Capital Management (HCM) and other business services departments including IT, Finance, Marketing and Business Development, Practice Group Management, Facilities, Office Services, Legal Administrative Services, and Paralegals.

Primary Responsibilities :

Manage the onboarding process for all new hires assigned to the NY or DC offices. This includes full-time and part-time regular employees, interns, temporary contractors, and third-party employees.

Coordinate and facilitate the onboarding process for new hires, including the handling of all pre-employment paperwork, new hire paperwork, and other necessary documentation.

Create and maintain I-9 records, maintain notification reminders of expiration of work authorization and procure updated Form I-9 documentation where required.

Develop and implement comprehensive onboarding programs aligned with the firm’s values and culture, including scheduling and preparing materials.

Conduct new hire orientation sessions to familiarize new employees with company policies, procedures and resources, fostering a positive morale and team spirit.

Serve as the main point of contact for new hires during the onboarding process, addressing any questions or concerns, and ensuring a welcoming environment.

Collaborate with hiring managers, HR team members, and other stakeholders to ensure a smooth transition for new employees, promoting camaraderie and a sense of belonging.

Oversee the onboarding and offboarding of all third-party vendor staff to ensures compliance is adhered to with regards to all firm policies and procedures.

Create and maintain electronic personnel files and maintain organizational charts.

Monitor the integration of new employees, identifying challenges and providing support as needed.

Pay close attention to deadlines and follow through on tasks promptly and accurately.

Identify opportunities to streamline processes and improve the efficiency of the onboarding experience.

Ability to work overtime is a must for this role.

Secondary Responsibilities :

Provide administrative support in the execution of all HR services and processes relating to the full life cycle of an employee’s employment.

Handle all aspects of onboarding, offboarding, employee data changes, job title changes, promotion process, referral and sign-on payments, transfers, remote work agreements, non-FMLA leaves of absence, and working closely with leave team on FMLA LOAs, etc.

Maintain exit interview database for departing employees and provide support as needed in conducting analyses as directed by the Director and Specialist of HR Business Services.

Provide employment verifications for employees with special requests not handled by third-party vendor and monitor the verifications mailbox.

Coordinate baby gifts, flowers orders and/or charitable donations when needed.

Work with other members of the HR team and act as one team to our internal clients.

Participate in global projects led by other members of the HCM team.

Stay informed about employment laws and regulations to ensure compliance.

Participate in training and development activities to expand HR knowledge and skills.

Education : Bachelor’s degree in Human Resources, Business Administration, or a related field.

Experience : 2+ years of experience in HR, preferably in an onboarding or administrative role.

Skills & Abilities :

Proactiveness & Prioritization: Adept at proactively managing tasks in a fast-paced environment, with a strong ability to effectively prioritize a busy workload. Must be focused, driven and highly responsive and be able to work under pressure with interruptions and tight deadlines.

Organization & Attention to Detail: Highly organized with exceptional attention to detail, capable of managing projects and processes simultaneously while maintaining accuracy.

Professionalism & Innovation: Demonstrates the highest standards of professionalism and ability to act with a high degree of integrity and maintains confidentiality; brings innovative ideas and experience to tasks, ensuring excellence and continuous improvement.

Self-Motivation & Problem-Solving: Self-starter with the ability to anticipate issues and proactively resolve them independently, fostering a proactive and solutions-oriented approach.

Communication & Interpersonal Skills: Possesses excellent written and verbal communication skills, along with strong interpersonal skills, enabling effective interaction with staff at all levels to ensure successful outcomes and establish a positive onboarding experience.

Team Player & Customer Service: Self-motivated, punctual, and reliable team player, demonstrating strong customer service experience and a willingness to assist others as needed.

Flexibility & Adaptability: Capable of flexibly adjusting schedule to accommodate business needs, with the ability to work overtime if necessary, while maintaining a positive attitude and delivering results.

Relationship Building: Skilled in developing strong working relationships within and across multiple departments and functions within the firm, fostering collaboration and a sense of belonging.

Technological skills: Proficiency in MS Office Suite and familiarity using HRIS system; internet research and database skills required.

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