Intake Customer Service Specialist

Intake Specialist

Rockwall, Texas   |   On-site   |   Monday through Friday, 8:30 AM to 5:30 PM Central   |

Full-time role

Staffing Industry Industry 

Our clients hand us the part of their business that has to be right every single time. That is the work, and it is why we hire carefully.

The role
You are the front door. Every consultant placed by one of our agency partners comes through you before they can start work. You gather what is required, verify that it is complete and correct, set them up across our systems, and issue written onboarding clearance.

When you do this well, a consultant starts on time, the client stays happy, and that first paycheck is right. When something slips, a start date moves and a partner has to explain it to their client. It is a role with real consequence and real urgency, and the people who thrive in it take pride in both.

This is not a data entry job. You will own files end to end, make judgment calls on incomplete information, and be the person who decides when a consultant is genuinely ready to work.

What you will do
•     Own the onboarding pipeline for new consultants from application received through written clearance issued.

•     Collect and verify new-hire documentation, including applications, Form I-9 and E-Verify, federal and state withholding elections, direct deposit authorization, and any required licenses or certifications.

•     Confirm worksite location, job title, duties, and pay rate against the assignment, and flag anything that could affect workers' compensation classification before the consultant starts.

•     Coordinate background checks, drug screenings, and credentialing, and track each one to completion rather than waiting to be asked.

•     Set each consultant up correctly across our platform and connected systems so timecards, approvals, and payroll flow cleanly from the first week.

•     Issue written onboarding clearance and keep agency partners and internal teams current on status, including when something is not ready.

•     Hold the line on clearance. If a file is incomplete, say so early and say so plainly. Starting someone before they are cleared creates compliance and payroll exposure, and part of this job is preventing that.

•     Partner with client services, payroll, and compliance to resolve exceptions before they collide with a weekly payroll deadline.

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

•     Notice patterns. If the same issue keeps surfacing, bring it forward so we can fix the process rather than the symptom.

What you bring
Required

•     Two or more years in staffing, PEO, EOR, or another high-volume onboarding environment with tight and recurring deadlines.

•     Experience onboarding across a range of roles and skill sets. Clerical, IT, professional, healthcare, and light industrial placements each carry different requirements, and you are comfortable switching between them in the same day.

•     Genuine technical fluency. You will move between an onboarding portal, E-Verify, background check vendors, a CRM, payroll systems, and Microsoft 365. You learn new platforms quickly, you troubleshoot before escalating, and you do not need to be walked through software twice.

•     Working knowledge of Form I-9 and E-Verify requirements, including the three-day completion window.

•     Detail orientation that holds up under volume. Small errors here become payroll corrections and compliance findings later.

•     Clear, direct written and verbal communication with people outside your company, including agency owners and recruiters.

•     The judgment to prioritize when several things are urgent at once.

Helpful, not required

•     Multi-state onboarding experience and familiarity with state-specific withholding and new-hire requirements.

•     Exposure to workers' compensation classification codes.

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

•     HubSpot or comparable CRM experience.

•     Bilingual in English and Spanish.

Details
•     Location: On-site at our Rockwall, Texas office. 

•     Schedule: Monday through Friday, 8:30 AM to 5:30 PM Central.

•     Team: You will work closely with client services, payroll, and compliance.