Onboarding & HR Operations Specialist

HazTek Inc.•Medford Township, NJ

4d•$65,000 - $75,000•Onsite

About The Position

HazTek Safety Management is seeking an Onboarding & HR Operations Specialist for its Medford, New Jersey office. The Specialist owns and coordinates the end-to-end pre-hire and onboarding process, from verbal offer acceptance through completion of pre-employment requirements and readiness for HRIS entry. The role is the primary liaison among candidates, Recruiting, Project Management, Human Resources, and other internal and external stakeholders, helping ensure timely offers, screenings, clearances, onboarding documentation, and HRIS activities while providing a positive candidate experience. The Specialist maintains accurate records and tracking, identifies and resolves issues, follows established processes, and improves onboarding workflows. The role coordinates employment documents, HRIS onboarding tasks, background checks, verifications, drug screenings, physical examinations, client-specific clearances, and applicable E-Verify processes. It also communicates onboarding progress and outstanding requirements to candidates and stakeholders, maintains confidentiality, and ensures pre-employment contingencies are documented and completed before employees are cleared to begin work. This is a full-time, local-only office position with no travel, per diem, or relocation offered. The expected schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. EST, with occasional availability outside business hours, including weekends, to support department needs. The stated pay range is $65,000–$75,000.

Requirements

High School Diploma or equivalent.
Three to five years of experience in high-volume HR operations, recruiting coordination, onboarding, staffing, or related work in a fast-paced, high-volume environment.
Experience independently managing multiple concurrent processes, deadlines, and priorities with accuracy and follow-through.
Experience coordinating employee onboarding, pre-employment screening, background checks, employment verifications, drug testing, physical examinations, or similar processes.
Experience with HRIS, applicant tracking systems (ATS), background screening platforms, or other enterprise business systems.
Experience handling confidential and sensitive information discreetly and maintaining accurate records and documentation.
Proficient computer skills, including Microsoft Office (Outlook, Word, Excel, PowerPoint) and other business applications.
Excellent written and verbal communication skills for communicating clearly and professionally with candidates, employees, managers, and vendors.
Strong organizational and follow-up skills, including the ability to manage multiple tasks, prioritize competing responsibilities, adapt to high-pressure and time-sensitive situations, and meet deadlines.
Strong customer-service orientation and ability to provide a positive, responsive, and professional candidate experience.
Strong attention to detail and ability to identify discrepancies, missing information, and potential issues before they affect a candidate's start date.
Knowledge of employee onboarding, pre-employment screening, documentation, and administrative HR processes.
Problem-solving skills, including the ability to research, troubleshoot, and resolve process or system issues.
Strong documentation and recordkeeping skills and commitment to data integrity and process compliance.
Ability to learn and navigate multiple technology and business platforms quickly.
Ability to prioritize work independently, make sound administrative decisions, resolve routine issues, and recognize when escalation is necessary.
Ability to work effectively in a fast-paced, deadline-driven environment with frequent interruptions and changing priorities.
Ability to build trust and maintain effective working relationships across Recruiting, Human Resources, Operations, Logistics, Quality Assurance, Sales, and external vendors.
Ability to perform accurately and efficiently when entering data into computer software or systems.
Ability to read, write, speak, and understand English.
Available during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. EST.
Available occasionally outside business hours, including weekends, to support department needs.
Work activities are located 100% indoors; the role requires extensive manual dexterity, phone use, prolonged sitting, reaching, handling, and feeling; occasional stooping, kneeling, crouching, and lifting, carrying, or moving up to 10 pounds.

Nice To Haves

Construction industry knowledge and/or technical safety background experience.
Experience supporting large-volume or geographically dispersed hiring or onboarding across multiple states, locations, clients, or business units.
Experience with UKG HRIS, iCIMS ATS, and Salesforce CRM.
Experience coordinating client-specific employment requirements, site clearances, badging, certifications, or access requirements.
Experience in an environment where start dates, deployment dates, service-level expectations, or other operational deadlines are critical.
Bilingual Spanish.

Responsibilities

Own and coordinate the end-to-end pre-hire and onboarding process from verbal offer acceptance through completion of pre-employment requirements and readiness for HRIS entry.
Serve as the primary contact for candidates and internal stakeholders during the offer and pre-hire process, providing communication, guidance, and follow-up.
Prepare, issue, and track offer letters, protective agreements, relocation agreements, and other employment documents; ensure accuracy, approvals, distribution, and completion.
Monitor offer acceptance and follow up on outstanding signatures, forms, documentation, and other requirements.
Administer new-hire onboarding in the HRIS, including assigning tasks and documents, helping candidates with access or technical issues, monitoring completion, and completing employer-side activities.
Verify required pre-hire documentation and onboarding activities before transitioning employees for final HRIS setup.
Maintain accurate candidate information in the ATS and other applicable systems.
Maintain and update the onboarding tracker, documenting activities, milestones, requirements, approvals, and outstanding items.
Initiate, coordinate, and monitor background checks, employment verifications, drug screenings, physical examinations, and other pre-employment requirements.
Communicate with background screening and occupational health vendors, resolve discrepancies or delays, and ensure results are received and documented appropriately.
Coordinate background-check adjudication with Human Resources, escalate potential concerns, and support consistent handling under established processes and applicable requirements.
Schedule physical examinations and drug screenings, identify appropriate facilities, establish facility accounts, and confirm services and availability.
Coordinate client-specific clearances, certifications, badging, access requirements, and other conditions necessary for employees to begin work.
Monitor screening, verification, examination, and clearance status; resolve discrepancies and escalate issues as appropriate.
Ensure pre-employment contingencies are completed, documented, and communicated before employees are cleared to begin employment.
Administer applicable E-Verify processes with the Company's administrative vendor, submitting required information accurately and on time.
Explain next steps, documentation, screening requirements, timelines, and outstanding actions to candidates throughout pre-hire.
Partner with Recruiting, Field Service Project Managers, Human Resources, Logistics, Quality Assurance Coordinators, Sales, and other teams to coordinate employee readiness and communication.
Keep hiring managers and stakeholders informed about onboarding progress, outstanding requirements, anticipated delays, and issues affecting start dates or deployment.
Answer candidate questions about Company policies, benefits eligibility, onboarding requirements, and other employment matters, escalating HR-specific questions as appropriate.
Monitor onboarding timelines and service expectations so candidates progress efficiently and are ready to start as scheduled.
Maintain and audit records and tracking related to offers, screenings, verifications, clearances, and other pre-hire activities.
Handle sensitive candidate and employee information with confidentiality, discretion, accuracy, and professionalism.
Apply onboarding practices consistently and identify when escalation, HR review, or collaboration with functional leaders is needed.