Onboarding Coordinator

Microsoft•Redmond, WA

About The Position

The Onboarding Coordinator is a cross-functional role responsible for delivering a seamless, high-quality onboarding experience for new hires while supporting broader business operations, planning, execution, and process improvements. This role blends hands‑on onboarding logistics and experience coordination with operational rigor, rhythm‑of‑business support, stakeholder communication, and project execution. The Onboarding Coordinator partners closely with Business Operations, HR, IT, Hiring Managers, and external partners to ensure new hires are Day 1 ready and onboarding programs scale efficiently and consistently.

Requirements

Bachelor's Degree in Business, Operations, Finance, or related field AND 2+ years experience in program management, process management, or process improvement OR equivalent experience.
Strong organizational skills with the ability to manage multiple workstreams, priorities, and deadlines simultaneously.
Clear and effective communicator with the ability to collaborate across diverse stakeholder groups.
Detail-oriented and proactive, with a demonstrated ability to anticipate needs and surface risks or issues early.
Comfortable working with office technology, collaboration tools, and basic troubleshooting for meetings and onboarding sessions.
Demonstrated professionalism, discretion, and a service‑oriented mindset when engaging candidates, new hires, and leaders.

Nice To Haves

Master's Degree in Business, Operations, Finance, or related field AND 3+ years experience in program management, process management, or process improvement OR Bachelor's Degree in Business, Operations, Finance, or related field AND 5+ years experience in program management, process management, or process improvement OR equivalent experience.
Experience supporting onboarding, recruitment coordination, business operations, or office/program administration in a fast‑paced environment.

Responsibilities

Own and execute end-to-end onboarding logistics at the MAI Mountain View engineering site to ensure new hires are prepared, equipped, and welcomed with a consistent, best‑in-class experience.
Partner with onboarding admins and IT support to ensure devices are procured, prepared, allocated, and ready for Day 1. Communicate device readiness and issues proactively.
Coordinate shipping, tracking, and delivery of devices and peripherals for remote hires and supported sites.
Support and facilitate onboarding sessions (onsite and virtual), including room setup, materials preparation, and coordination with IT support.
Prepare, send, and maintain updated pre-Day 1 and Day 1 onboarding templates.
Maintain and monitor onboarding‑related inventory (devices, peripherals, onboarding materials) and coordinate bulk orders, as needed.
Draft and distribute clear, concise communications related to onboarding processes, schedules, updates, and changes.
Exercise discretion and professionalism when handling sensitive employee, candidate, and business information.
Support onsite recruitment and interview experiences by coordinating room setup, technology readiness, Wi‑Fi access, and loaner device management.
Host candidates and visitors onsite, providing a professional, welcoming experience and campus orientation as needed.
Ensure timely communication with GTA partners, when unavailable, to ensure coverage
Collaborate with internal stakeholders to support execution of business and onboarding plans aligned to leadership priorities.
Support rhythm‑of-business (ROB) processes, including tracking milestones, preparing materials, and ensuring follow‑through on action items.
Track operational metrics and indicators related to onboarding effectiveness, readiness, and experience quality.
Assist with operational planning, budgeting inputs, and resource coordination related to onboarding programs and initiatives.
Support and manage onboarding‑related projects and initiatives, adapting to changing business needs and priorities.
Identify opportunities to improve onboarding workflows, tools, and experiences; partner with stakeholders to implement scalable improvements.
Contribute to a positive onboarding culture by promoting consistency, operational excellence, and inclusive experiences.