HRIS & Onboarding Specialist

Caesarstone • Charlotte, NC

5d

About The Position

The HRIS and Onboarding Specialist is responsible for the end-to-end ownership and execution of key HR operational processes, including onboarding, offboarding, HRIS administration, I-9 compliance, employee data management, reporting, and process documentation. This role serves as a proactive partner to managers and HR, independently driving assigned processes from initiation through completion, following up directly with stakeholders, identifying gaps or delays, and ensuring timely resolution. The Specialist is expected to maintain clear tracking and reporting mechanisms that provide visibility into the status of HR activities and enable continuity across the HR team. This role also owns the development and ongoing maintenance of standard operating procedures (SOPs), identifies trends and process improvement opportunities, and partners with the HR Business Partner on more complex issues. Success requires exceptional attention to detail and accuracy, strong initiative, organization, follow-through, sound judgment, and a solutions-oriented approach.

Requirements

• 2+ years of experience in HRIS administration, HR operations, onboarding, or a similar role.
• Strong working knowledge of HRIS platforms such as Paychex, Oracle Fusion HCM, or similar systems.
• Proficiency in HR data management, data entry, reporting, tracking, and analytics.
• Exceptional attention to detail with a demonstrated ability to maintain a high level of data accuracy.
• Demonstrated ability to independently manage multiple processes, priorities and deadlines with minimal supervision.
• Strong sense of ownership, initiative and accountability with a proactive approach to follow-up and problem-solving.
• Comfort communicating directly with managers and leaders to obtain information, resolve issues, and drive processes to completion.
• Strong organizational and documentation skills, including experience developing or maintaining SOPs, trackers, checklists and process documentation.
• Ability to identify trends, investigate issues, determine root causes, and develop potential solutions or recommendations before escalation.
• Excellent problem-solving skills and the ability to troubleshoot system and process issues.
• Strong written and verbal communication skills with the confidence to interact effectively across all levels of the organization.
• Solid understanding of HR processes, employee data confidentiality, and applicable employment regulations.
• Proficiency in Microsoft Office, particularly Excel and Word, with experience creating reports, trackers, and data summaries.

Nice To Haves

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.

Responsibilities

• Maintain and update employee data within the HRIS, ensuring information is complete, accurate, timely, and consistent across systems.
• Serve as a primary point of contact for HRIS-related questions, troubleshoot issues, and provide user support to employees, managers, and HR staff.
• Configure and administer applicable HRIS modules and employee records.
• Monitor system performance and address or escalate system-related issues to minimize disruption.
• Own the end-to-end onboarding process, including new hire data entry, background check tracking, pre-employment requirements, stakeholder coordination, and first-day readiness.
• Proactively monitor onboarding progress and follow up directly with hiring managers, new hires, IT, Fleet and other stakeholders to resolve outstanding items and prevent delays.
• Maintain an accurate onboarding tracker or dashboard that provides visibility into new hire status, outstanding requirements, key dates and potential risks.
• Conduct engaging and informative new hire orientation sessions, both in person and virtually, to effectively integrate employees into the organization.
• Oversee I-9 compliance and maintain required documentation in accordance with federal regulations and company standards.
• Partner with hiring managers and IT to ensure new hires have all necessary tools, access and information for a successful start.
• Own the offboarding process from notification through completion, including HRIS updates, coordination of final pay, access deactivation, company property collection and required documentation.
• Track outstanding offboarding actions and follow up directly with managers and other stakeholders to ensure timely completion.
• Maintain accurate records and status visibility for all active offboarding cases.
• Independently own assigned HR processes from initiation through completion, ensuring deadlines, required actions and follow-ups are completed timely.
• Proactively communicate and follow up directly with managers, employees and other stakeholders to obtain required information and resolve outstanding items.
• Maintain clear tracking tools and status reporting to provide visibility into open items, deadlines, risks, dependencies and completed activities.
• Identify potential roadblocks or delays and have a solutions-oriented approach.
• Partner with the HR Business Partner on complex or sensitive matters by identifying recurring trends to implement process improvement initiatives.
• Build effective working relationships with leaders and serve as a reliable HR resource while appropriately demonstrating strong follow-through and accountability.
• Maintain a consistently high standard of accuracy when entering, updating, reviewing and reporting employee information.
• Conduct regular audits of the HRIS, onboarding records and electronic employee files to identify and correct errors, omissions, duplicate records or inconsistencies.
• Use established quality-control checks and validation practices to minimize data-entry errors and prevent inaccurate information from flowing into downstream systems, payroll, reporting, or employee records.
• Take ownership of correcting identified errors promptly and identify root causes or process improvements when recurring accuracy issues are found relevant to potential system issues.
• Implement and follow best practices for data management and ensure compliance with company policies, recordkeeping requirements, and applicable legal standards.
• Maintain confidentiality of sensitive employee information and comply with applicable data privacy requirements.
• Develop and maintain reports, dashboards, trackers, and metrics that provide visibility into onboarding, new hires, offboarding, compliance activities, HRIS data, and other assigned HR processes to support HR leadership on data-driven decision making.
• Establish tracking mechanisms for open actions and key milestones, ensuring information remains current, accurate, and accessible to appropriate stakeholders.
• Analyze HR data and operational trends to identify recurring issues, compliance risks, process gaps, data-quality concerns, and opportunities for improvement.
• Summarize findings and partner with the HR Business Partner to recommend practical solutions and corrective actions.
• Assist in responding to audit requests and ensure timely and accurate submission of data for internal and external stakeholders.
• Develop, document, organize, and maintain standard operating procedures (SOPs) for assigned HR processes.
• Proactively update SOPs, templates, checklists, trackers, and supporting documentation as systems, policies, responsibilities, or processes change.
• Establish consistent documentation standards and ensure HR resources are organized, current, and easily accessible to appropriate team members.
• Regularly review existing processes for gaps, inefficiencies, outdated practices, or opportunities for standardization and recommend improvements.
• Collaborate with HR, IT, and third-party vendors to implement system upgrades, patches, enhancements, and process changes.
• Lead or support HRIS-related projects, including system implementations, upgrades, testing, and process improvements.
• Identify opportunities for system optimization, automation, stronger controls, and improved user experience.
• Train HR team members, managers, and employees on new functionality, processes, and system enhancements as appropriate.
• Support compliance of HR systems and processes with applicable employment laws, company policies, recordkeeping requirements, and data security standards.
• Maintain clear documentation of HRIS processes, procedures, system configurations, and key operational workflows to support knowledge transfer and continuity.
• Assist in reviewing and updating HR policies and procedures to ensure changes are accurately reflected in systems, SOPs, templates, and related documentation.

Benefits

• competitive starting base salary ranging from $56,390 - $70,488
• expected total target compensation for employees meeting performance expectations ranges from $62,029 to $77,537 annually, inclusive of base salary and target annual bonus opportunity.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level