Onboarding Administrative Specialist

HomeServices of America•New Brighton, MN

About The Position

The Onboarding Administrative Specialist oversees employee onboarding and offboarding and provides ongoing administrative and systems support. This role ensures smooth, secure employee transitions while serving as a key member of the Administrative team, supporting daily operational needs.

Requirements

High school diploma or equivalent work experience.
Strong administrative and organizational skills with high attention to detail.
Comfort working in multiple systems and managing technical workflows.
Ability to coordinate across departments and communicate clearly with managers, new hires, and vendors.
Self-starter who can manage competing priorities in a fast-paced environment.
Proficiency in Microsoft Outlook, Teams, and document management tools.

Nice To Haves

Experience with employee onboarding, insurance operations, or systems administration preferred.
Experience in insurance or real estate industry preferred.

Responsibilities

Oversee employee onboarding and offboarding processes.
Provide ongoing administrative and systems support.
Ensure smooth and secure employee transitions.
Support daily operational needs as a member of the Administrative team.
Confirm shipping location, start time, and required equipment with hiring managers.
Review Employee Notice information and follow up with managers regarding missing or incomplete details.
Order required equipment through SSC and Amazon based on role requirements.
Coordinate with SSC to schedule onboarding calls for IT and systems setup.
Provide SSC with FedEx shipping labels and onboarding details.
Request phone numbers for applicable systems and eFax numbers.
Ensure system email invitations are sent and confirmed.
Create user accounts for applicable e-signature and workflow platforms.
Handle Producer onboarding by sending welcome email after background check clearance, introduce onboarding contact and role responsibilities, collect shipping address for equipment delivery, and share onboarding call details/provide guidance on SSC connectivity.
Create user accounts to enter required fields in system.
Assign servicing roles, sales teams, sales goals, and commission agreements.
Configure logins, dashboard personas, security groups, structure access, activity workgroups, and field defaults.
Assign commission processor to new employees.
Add users to appropriate dashboards, teams, and report groups.
Run required reports.
Introduce the new employee to SSC and explain SSC’s role.
Review ISO policies and administrative support contacts.
Assist appropriate system setup, logins, and Outlook configuration.
Create and configure email signatures (excluding producers).
Review equipment setup and assist with printer PINs if applicable.
Manage the Administration Inbox and serve as the primary contact for HSI-supported technical questions.
Provide password resets, basic troubleshooting, phone support, and guidance on submitting SSC support tickets.
Act as a liaison between employees, SSC, and internal teams for administrative and technical matters.
Coordinate employee terminations with SSC, including issuing shipping labels for equipment return.
Complete onboarding tasks within company software such as entering termination dates, inactivating logins and user access, removing sales teams, security groups, dashboards, and report jobs.
Confirm with Licensing that all appointments have been properly terminated.
Process mail, filing, copying, scanning, and maintaining office supplies.
Audit, complete, and submit new business packages.
Manage policy documentation and records.
Answer phones, greet visitors, and route inquiries.
Manage calendars, schedule meetings, and coordinate travel.
Update internal systems, maintain data accuracy, and prepare reports as needed.