This position would be 4 days on-site at our Corporate Headquarters in Broad Ripple, IN.
The Onboarding Specialist (OS) will be responsible for the execution, communication and monitoring of placement and onboarding activities for all Medasource consultants once an offer has been accepted. The OS will work closely with Market, Accounting and HR teams to provide support, ensure placement accuracy, and troubleshoot any errors or issues throughout the placement process. The OS will provide consistent communication to each consultant throughout the paperwork process and provide ongoing support as it relates to change requests and updated documentation.
RESPONSIBILITIES
PROCESS MANAGEMENT
Create mapping system for teams to stay in the loop on active onboarding
Create documents on step-by-step instructions of what AE and Recruiter are still responsible for and how to utilize you
Create email templates for all clients
Answers for frequently asked questions for all candidates for anything relating to their onboarding
Assist with client audits
JOBSCIENCE PLACEMENTS, EMPLOYEE FILES + TIMECARDS
Assist recruiters and account executives to create and manage placements after offer acceptance
Add candidate profile and employee file information into ATS including tax, bank, employment agreement, Form I9, HIPPA, E-Verify and other client specific documents
Attached any required paperwork or maintain any paper copies for Brooksource filing system
Maintain consistent communication with consultant throughout the onboarding process via phone and email
Provide recruiter and account executive status updates on placement/onboarding progress and completion
Send Time Portal instructions to candidates
Provide support for login issues, placement approvals to ensure consultants receive payroll email
Launch electronic paperwork through Able software and any required background or drug screenings prior to consultants start date
Responsible for change requests due to contract extension, completion, termination
Submit change requests to ensure we are up to date with fall-off and finish reports
Update any project onboarding trackers as needed 1-3 times a day
ELECTRONIC ONBOARDING
Launch all W2 paperwork and client forms through Able
Work with account executives and sales leadership to coordinate client forms and create custom packages and issue new tax forms, banking information as needed
Verify all Form I9s and upload pictures of consultant identification as needed
Update Form I9 hire dates for all rehires
Confirm second signer information, resend email reminders, and reset passwords as needed
Work closely with Eight Eleven and Able Technical Support to relay any errors with the integration
Work closely with HR team to ensure all forms, employment agreements are up to date and completed correctly and in a timely manner
Assist accounting team with Able process and troubleshoot any errors with paychecks, timecards
Provide customer support for all consultant's questions on navigating Able software and troubleshoot any errors consultants have via email or phone as needed.
BACKGROUND, DRUG + OTHER TESTS
Work with HR team to create new screening packages on Sterling platform
Launch packages for background, drug, vaccine, and other tests through Sterling as required by client
Facilitate any communication between consultants and vendor to change clinic locations or extend expiration date
Work closely with our vendor relationships to troubleshoot login issues and stay updated on any platform changes
Distribute release forms to consultant as requested by client and call clinics to confirm employer information to release results as needed
Relay any alerts to account executives and recruiters
Assist with any billing issues as needed
PAYROLL PARTNERS (PEOPLE 2.0)
Assist all Medasource recruiters and account executives with onboarding their consultants in states we do not conduct business
Gather candidate details, submit into vendor portal
Update placement, employee file with vendor details, submit to accounting
Work closely with our POC at PGC and People 2.0 to troubleshoot any issues
Answer any questions recruiters or consultants have over the process
Create change requests in PGC portal for extension, termination, etc.
Work closely with the legal / contracts department for specific changes needed
Enter all candidate information in Employee file (Form I9, taxes, banking information, self-identification, 1099 and People 2.0/ PGC details
Update information for accounting as consultants make changes to personal information
ADDITIONAL TASKS
Coordinate with HR Team to update state tax forms yearly in our share drive
Organize and update Share Drive with various onboarding documents o Facilitate communication with HR for consultant benefit questions o Work closely with Accounting, IT and HR to ensure we are utilizing best practices
Assist corporate with software purchasing decisions (PGC)
Work closely with all recruiters and account executives to address consultant concerns as it relates to the onboarding process
Send ADP instructions to resources. o Provide annual updates to sick leave policies, as needed
QUALIFICATIONS
Experience in recruiting workflows and consultant onboarding
Experience with electronic onboarding and screening software
Excellent communication and customer service skills
Ability to effectively interact and communicate with cross-functional teams
Ability to manage and resolve issues
Strong attention to detail and organizational skills
Knowledge of HR and legal best practices, policies, and processes.
EEO STATEMENT
Eight Eleven Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.