Onboarding Specialist

Job Title: Employee Experience Coordinator / Employee Onboarding Specialist

Location: 4200 150th Avenue NE, Redmond, WA (Hybrid - 2 days on campus and 3 days remote)

Duration: 6 months with possibility of extension

Shift: Sunday - Thursday, 8am - 5pm

Summary

We are seeking a detail-oriented and proactive Onboarding Coordinator to support the onboarding process for supplier staff at our Client’s campus. This role will be responsible for ensuring that all new suppliers are properly onboarded, receive the appropriate access to buildings on campus, and are compliant with both End Client and Client systems. The Onboarding Coordinator will ensure the seamless entry of data into these systems, maintaining compliance with established procedures and guidelines.

Resource's typical working day:

1. Onboarding Coordination:

o Manage the end-to-end onboarding process for supplier staff supporting Client, including scheduling orientation sessions and coordinating the required documentation.

o Ensure all onboarding requests, including documentation and access approvals, are processed within a 24-hour turnaround time.

o Work closely with the People team, and relevant teams to ensure smooth transition for new supplier employees onto the campus.

2. Access Management:

o Ensure supplier staff are granted the necessary building access and security clearance in compliance with Client’s campus access protocols.

o Coordinate with Vendor management teams and ensure all access permissions are processed and updated as required.

3. System Data Entry & Compliance:

o Input and update employee information into End Client and client systems, ensuring accuracy and compliance with company policies and regulatory requirements.

o Monitor and enforce compliance with all relevant data privacy and security standards when handling sensitive information.

o Assist in troubleshooting and resolving issues related to system access, account setup, and data entry discrepancies.

4. Collaboration with Stakeholders:

o Work closely with Client’s internal teams, external partners, and Client’s facilities management to ensure that all supplier staff are properly integrated into campus systems.

o Liaise with compliance teams to ensure that all processes follow Cient’s legal and regulatory requirements.

5. Reporting & Documentation:

o Maintain and update records of onboarding activities and access permissions, providing reports to compliance and management teams as needed.

o Assist in audits and ensure all onboarding documentation is properly archived and easily accessible for compliance reviews.

6. Problem Resolution:

o Act as a point of contact for any access-related issues or discrepancies and coordinate with relevant teams to resolve them promptly.

o Ensure that any onboarding or access-related problems are handled in a timely manner with minimal disruption to the onboarding process.

7. Continuous Improvement:

o Participate in process improvement initiatives related to onboarding procedures and compliance.

o Stay informed on changes to compliance regulations, systems updates, and company policies to ensure ongoing best practices.

Qualifications:

Experience:

o A high school diploma (or equivalent) and a minimum of 2 years' experience in onboarding, HR coordination, or facilities management, with preference given to candidates with experience in corporate or technology environments

o Ability to navigate ambiguity: Demonstrated experience in effectively managing and thriving in dynamic, evolving environments with unclear or changing requirements.

o Strong understanding of compliance, security, and access management protocols.

o Familiarity with data entry and system management practices, with a focus on accuracy and attention to detail.

o Proficiency in Microsoft Office Suite and other relevant systems.

• Attributes:

o Exceptional organizational and time-management skills with the ability to manage multiple priorities.

o Strong communication skills and the ability to work collaboratively with cross-functional teams.

o A proactive approach to problem-solving and troubleshooting.