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Description

Job Title: Employee Onboarding Specialist

Department: Onboarding

Reports to: HR Portfolio Supervisor

Location: Remote

Revised: 7/25/2025

Job Summary

The Employee Onboarding Specialist at PuzzleHR plays a critical role in designing, executing, and continuously improving the onboarding experience for our clients' employees. This role requires more than following checklists – it requires systems thinking, a working knowledge of HR compliance, and the ability to customize onboarding workflows to meet complex client needs. Candidates should be skilled in multi-system environments and confident in navigating both client-facing communication and backend configuration (e.g., Process Street, HRIS, ATS, payroll systems).

Job Duties

- Provide personalized support to new hires and clients throughout the onboarding process.
- Configure, modify, and optimize onboarding workflows in Process Street and other relevant tools.
- Ensure compliance with federal, state, and local requirements (e.g., I-9, E-Verify, and background checks).
- Create clear and effective employee communications related to onboarding and orientation.
- Enter and maintain accurate employee data across HRIS, ATS, payroll, and benefits platforms.
- Coordinate onboarding efforts across internal HR, Payroll Engineers, and Benefits Specialists to ensure a seamless experience.
- Liaise with vendors and clients during onboarding setup and implementation phases as needed.
- Distribute onboarding materials such as manuals, credentials, and policy documentation per client specifications.
- Respond to or elevate new hire inquiries related to payroll, benefits, or onboarding logistics.
- Develop and maintain SOPs and process documentation for onboarding workflows.
- Audit and update client‑specific onboarding documentation to ensure accuracy and compliance.
- Troubleshoot system-related onboarding issues and support users in resolving platform concerns.




- Identify process gaps and recommend improvements to increase onboarding efficiency and consistency.
- Track onboarding progress, ensuring all steps are completed accurately and on time.
- Maintain detailed, organized records aligned with compliance and client‑specific standards.
- Perform other related duties as assigned to support client satisfaction and team goals.

Required Skills

- Strong understanding of U.S. HR compliance and labor regulations related to onboarding (e.g., I-9, E-Verify, W-4).
- Proficient in navigating a variety of HR platforms, including payroll systems, benefits portals, applicant tracking systems (ATS), and HRIS.
- Working knowledge of labor legislation and employee benefits, including interpreting carrier summaries.
- Ability to deliver clear, professional presentations and onboarding sessions.
- Strong written and verbal communication skills, with the ability to engage both clients and internal stakeholders effectively.
- Exceptional attention to detail, time management, and organizational skills in a fast‑paced, deadline‑driven environment.
- Proven ability to handle sensitive and confidential information with discretion.
- Strong critical thinking and problem‑solving abilities, especially in ambiguous or changing situations.
- Experience creating, reviewing, and maintaining SOPs, workflow documentation, or process maps.
- Agility and comfort navigating gray areas, evolving client needs and rapidly changing priorities.

Education and Experience

- 3+ years in HR onboarding, HR operations, or shared service roles supporting U.S.-based employees.
- Experience in onboarding across remote or multi‑state teams.
- Background in HR consulting, outsourcing, PEO, or working with U.S. clients in a integral support role.
- Bachelor’s degree in Human Resources, Psychology, Business, or a related field preferred (but not required).

Physical Requirements

- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to move up to 15 pounds at times.
- Must be able to participate in video conferences/meetings.

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📌 Employee Onboarding Specialist (Colombia)
🏢 Puzzle HR
📍 Colombia