Onboarding Coordinator / Specialist

Onboarding Coordinator / Specialist

The Onboarding Coordinator / Specialist is responsible for managing and executing a structured onboarding experience for new hires across UIG's civil construction operations. This role ensures all employees are effectively integrated into the organization through coordinated pre-hire activities, compliance documentation, orientation delivery, and early-stage development tracking.

This position plays a critical role in workforce readiness by aligning onboarding processes with operational needs, safety requirements, and project execution timelines. The Onboarding Coordinator ensures new employees are prepared, productive, and compliant from day one through their first 90 days and beyond.

Key Responsibilities

Pre-Employment and Pre-Start Coordination

• Coordinate all pre-employment activities including offer acceptance, background checks, drug screenings, and new hire documentation.
• Initiate onboarding workflows and ensure all required compliance documentation (I-9, E-Verify, tax forms, certifications) is completed accurately and on time.
• Communicate start details, expectations, and onboarding schedules to new hires and hiring managers.
• Partner with recruiting and operations teams to ensure alignment on start dates, project assignments, and workforce needs.
• Track onboarding readiness metrics and escalate delays or risks to start dates.

New Hire Onboarding Execution

• Facilitate structured onboarding sessions (virtual and in-person) including company overview, safety orientation, and role-specific expectations.
• Ensure all onboarding materials (policies, procedures, training guides) are current, accessible, and aligned with company standards.
• Coordinate with safety, operations, and training teams to deliver required certifications and job-specific onboarding.
• Ensure employees are equipped with necessary tools, access, and system credentials on day one.
• Support onboarding for both field and corporate employees across multiple project sites.

Documentation, Systems, and Compliance Management

• Maintain accurate onboarding records and employee files in HRIS and document management systems.
• Track and verify completion of onboarding tasks, certifications, and compliance requirements.
• Ensure onboarding processes align with federal, state, and local labor regulations, including construction-specific compliance (e.g., OSHA, DOT, certified payroll readiness).
• Audit onboarding documentation regularly to ensure accuracy and audit-readiness.
• Generate onboarding reports and dashboards for leadership review.

Coordination with Operations and Field Leadership

• Partner with project managers, superintendents, and field leadership to ensure onboarding aligns with project timelines and workforce planning needs.
• Coordinate onboarding logistics for remote or field-based employees, including travel, lodging, and site access where applicable.
• Ensure field employees receive job-specific onboarding, safety expectations, and project orientation.
• Serve as a liaison between HR, safety, and operations to ensure a seamless onboarding experience.

Early Employee Experience and Integration (0–90 Days)

• Implement structured 30-60-90 day onboarding plans aligned with role expectations.
• Schedule and track onboarding check-ins between new hires and managers (weekly, bi-weekly, monthly).
• Monitor early employee engagement, performance readiness, and onboarding effectiveness.
• Identify and address onboarding gaps or issues impacting early turnover or productivity.
• Support managers in setting performance expectations and development goals for new hires.

Continuous Improvement and Program Development

• Analyze onboarding data (time-to-productivity, early turnover, compliance completion rates) to identify improvement opportunities.
• Develop and enhance onboarding processes, templates, and tools to improve efficiency and consistency.
• Support the development of standardized onboarding programs across roles and business units.
• Contribute to broader People Operations initiatives including workforce planning, training, and employee development programs.

Qualifications

• Associate's or Bachelor's degree in Human Resources, Business Administration, or related field preferred.
• 2–5 years of experience in onboarding, HR coordination, or administrative roles, preferably in construction, infrastructure, or field-based environments.
• Proficiency in HRIS systems (e.g., UKG, Paylocity, ADP, Workday) and onboarding platforms.
• Strong Microsoft Office skills, particularly Excel for tracking and reporting.
• Familiarity with compliance requirements (I-9, E-Verify, OSHA, DOT) preferred.

• Strong organizational and project coordination skills.
• High attention to detail and accuracy in documentation.
• Ability to manage multiple onboarding workflows simultaneously.
• Effective communication and stakeholder coordination across field and corporate teams.
• Ability to operate in a fast-paced, deadline-driven construction environment.

Key Performance Indicators (KPIs)

• New Hire Readiness Rate: % of employees fully onboarded and compliant by Day 1
• Time-to-Productivity: Speed at which new hires reach expected performance levels
• Early Turnover Rate (0–90 Days): Reduction in early attrition
• Onboarding Completion Rate: % completion of onboarding tasks within defined timelines
• Compliance Accuracy Rate: Error-free onboarding documentation and audit readiness
• Manager Satisfaction: Feedback on onboarding effectiveness and workforce readiness
• Employee Experience Score: New hire onboarding satisfaction and engagement

Behavioral Performance Expectations

Execution and Accountability

• Ensures all onboarding tasks are completed accurately, on time, and without gaps.
• Proactively identifies risks to onboarding timelines and resolves issues before escalation is required.

Attention to Detail and Compliance

• Maintains highly accurate documentation and ensures all compliance requirements are met.
• Demonstrates an "audit-ready" mindset in all onboarding processes.

Coordination and Communication

• Effectively coordinates across HR, safety, and operations to deliver a seamless onboarding experience.
• Communicates clearly with new hires, managers, and stakeholders regarding expectations and timelines.

Customer (Employee) Focus

• Creates a positive and professional onboarding experience that reflects company values.
• Anticipates new hire needs and removes barriers to early success.

Continuous Improvement

• Uses data and feedback to improve onboarding processes and outcomes.
• Actively contributes to building scalable onboarding systems aligned with organizational growth.

Core Competencies (Level 3 – Practitioner)

• Organization and Execution: Manages multiple workflows and deadlines effectively with minimal supervision.
• Communication and Collaboration: Coordinates across departments and communicates clearly with diverse stakeholders.
• Attention to Detail: Ensures accuracy in documentation, compliance, and data management.
• Problem-Solving: Identifies onboarding challenges and implements practical solutions.
• Adaptability/Agility: Adjusts to changing workforce demands and project timelines.
• Business Acumen: Understands how onboarding impacts workforce readiness, safety, and project execution.