Onboarding Coordinator

Bird Construction•Edmonton, AB

About The Position

We have 4 open positions available on a short-term temporary basis. This role will involve shift work that extends over weekends. The Onboarding Coordinator will play a key role in ensuring all workers are accurately set up, fully compliant, and ready for site mobilization. This role manages onboarding systems, compliance documentation, site access requirements, and provides direct support to new hires navigating the onboarding process. The position plays a critical role in maintaining workforce readiness, compliance, and a seamless onboarding experience across industrial construction projects. With annual hiring volumes ranging from 2000-4000 craft employees, the Onboarding Coordinator ensures efficient, timely and accurate processing.

Requirements

Experience in workforce onboarding, HR administration, or workforce coordination, preferably in an industrial or construction environment.
Strong computer literacy with the ability to manage multiple systems and data sources accurately.
Proficiency with onboarding, training, or HR systems (e.g., Tracker, BIS Trainer) considered an asset.
Excellent organizational skills with strong attention to detail.
Effective communicator with strong customer service and problem-solving skills.

Nice To Haves

Proficiency with onboarding, training, or HR systems (e.g., Tracker, BIS Trainer)

Responsibilities

Create, verify, and maintain accurate employee profiles in onboarding and training systems (e.g., Tracker, BIS Trainer).
Ensure all required data fields are complete, accurate, and consistent across systems to prevent payroll or access issues.
Track worker progress through the onboarding workflow, ensuring all steps are completed prior to site assignment.
Review, validate, and upload training certifications, safety tickets, and Alcohol & Drug (A&D) results in required systems.
Maintain accurate, auditable compliance records for active workers.
Coordinate HSE medical, liability, and compliance forms for review and approval.
Confirm all compliance requirements are met before issuing final site instructions.
Submit and track site badge and access requests in accordance with client and site security protocols.
Coordinate vendor and contractor approvals with site administrators and vendor management teams.
Proactively follow up on outstanding approvals to avoid mobilization delays.
Verify that all payroll documentation and information are complete prior to mobilization.
Submit and coordinate IT access and equipment requests, including system access, laptop provisioning, and platform credentials.
Liaise with IT and internal support teams to ensure workers are system-ready by their start date.
Provide frontline support to new hires via the 1‑800 Onboarding Assistance Line and shared onboarding inbox.
Guide workers through system access, account setup, password resets, and portal navigation.
Document recurring issues and collaborate with IT or system administrators to support process and system improvements.
Send daily new hire communications to site teams outlining worker status, documentation, and readiness.
Maintain clear, professional communication with site leads, managers, payroll, HR, IT, and vendor partners.
Contribute to continuous improvement of onboarding processes, workflows, and documentation standards.