Onboarding Specialist

Onboarding Specialist

Company Overview

SES has been a leader in Construction for over 35 years with unmatched construction services and focus on Safety. To grow and maintain a successful business in our ever-changing and fast paced industry, we are constantly seeking new and innovative opportunities and strategies to meet the needs of our Clients. We perform a multitude of services, including complete Midstream Construction Services, Power Generation systems, CNG systems, Chemical Handling & Storage, Refining, and Petrochemical Plants.

Expectations and Job Summary

The Onboarding Specialist is responsible for managing all aspects of employee onboarding and offboarding during the leave period while ensuring a smooth and professional transition for new hires. This role plays a key part in maintaining compliance with HR policies and regulations, supporting office operations, and providing administrative assistance across multiple HR functions.

The Onboarding Specialist is expected to:

- Deliver a positive and welcoming onboarding experience.

- Serve as the primary contact for employees during their onboarding period and resolve concerns promptly.

- Ensure compliance with federal, state, and company regulations.

- Collaborate with the HR team, IT, and other departments to maintain seamless workflows.

- Maintain accuracy and organization in HR documentation, systems, and processes.

- Demonstrate flexibility, teamwork, and a proactive approach to problem-solving.

- Share and balance responsibilities with the HR Coordinator to ensure workloads remain manageable — HR operates as a team and supports one another.

Responsibilities & Duties

Onboarding

·     Schedule and lead all new hire orientation sessions.

·     Maintain and update onboarding documentation and checklists.

·     Coordinate with IT and HR for system access, benefits setup, and compliance requirements.

·     Serve as the main point of contact for new hires during their first 30 days.

·     Manage I-9 documentation and ensure compliance with federal regulations.

·     Track weekly terminations and manage offboarding workflows.

·     Support monthly birthday coordination and assist HR team members as needed.

·     Share onboarding-related responsibilities with the HR Coordinator to maintain balanced workloads.

Administrative

·     Manage HR processes and communication with external partners, including:

o  Benefits in Hand

o  Ascensus

o  Attorney General

o  Spectrum

·     Handle unemployment claims and related documentation.

·     Process employment verifications.

·     Review and reconcile monthly insurance invoices.

·     Maintain and organize onboarding files and communications.

·     Ensure accurate filing and digital storage of employee records (active and inactive).

·     Address and resolve onboarding-related issues in a timely manner.

·     Collaborate with the HR Coordinator to share tasks and maintain workflow efficiency.

Office Management

·     Act as receptionist for the main office: answer calls and route appropriately.

·     Maintain inventory and order general office supplies.

·     Oversee breakroom cleanliness and supply levels.

·     Collect and distribute company mail.

·     Perform additional office-related duties as assigned.

Qualifications and Core Competencies

The ideal candidate will possess the following competencies:

- Previous experience in human resources, onboarding, or a related administrative role.

- Knowledge of HR processes, I-9 compliance, and employment regulations.

- Strong organizational and documentation skills.

- Proficiency with HR systems, Microsoft Office Suite, and digital filing tools.

Core Competencies

- Communication: Clear, professional, and empathetic communication skills.

- Attention to Detail: Ability to maintain accuracy in compliance documents, onboarding checklists, and employee records.

- Problem-Solving: Skilled in identifying issues and finding practical, timely solutions.

- Team Collaboration: Works effectively within the HR team and across departments, with a willingness to share duties and balance workloads.

- Confidentiality: Maintains discretion and professionalism in handling sensitive employee information.

- Adaptability: Flexible and able to manage shifting priorities during peak onboarding periods.

Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·      Sitting, standing, and walking

·      Lifting of objects up to 25 pounds, bending, and stooping

·      Hours involving overtime and weekends as necessary

·      Keyboarding, typing

·      Ability to read effectively from a computer screen, sampling device and/or a paper copy

Must complete the Culture Index Survey:

Schwob Energy Services LLC