Employee Onboarding Specialist

PuzzleHR•Colorado Springs, CO

7d•Remote

About The Position

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).

Requirements

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.
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 global support role.

Nice To Haves

Bachelor’s degree in Human Resources, Psychology, Business, or a related field preferred (but not required).

Responsibilities

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 escalate 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.