HR Onboarding Coordinator

About the role

HR Onboarding Coordinator position in Richmond, VA – Onsite (Free Parking Available). This is a 3‑Month Contract with potential for extension or conversion. The client is a large healthcare organization seeking a detail‑oriented, customer‑focused coordinator to support the new hire onboarding process. The role ensures a smooth and positive onboarding experience by managing new hire documentation, Form I‑9 verification, background checks, work authorization, and administrative onboarding activities. The ideal candidate is highly organized, comfortable with multiple systems, and able to handle high volumes while maintaining accuracy, confidentiality, and excellent customer service. This opportunity suits candidates with HR, HR administration, onboarding, recruiting coordination, or high‑volume customer service experience looking to grow in a collaborative healthcare setting.

Responsibilities

• Coordinate and support the new hire onboarding process, ensuring all required paperwork, documentation, and employment forms are completed accurately and on time.
• Review and verify Form I-9 and employment eligibility documentation in accordance with federal regulations.
• Submit background check and work authorization documentation through third‑party vendor systems.
• Conduct remote or in‑person verification of employment eligibility documents for incoming employees.
• Maintain accurate, confidential, and securely stored employee onboarding records, I‑9 forms, and supporting documentation.
• Process employee badge photographs and upload information into the appropriate systems.
• Complete notarization of required Virginia State Police documents and coordinate state background checks.
• Monitor onboarding progress and follow up with candidates to ensure all forms, signatures, and required steps are completed.
• Respond to new hire questions regarding onboarding requirements, documentation, background checks, and employment verification.
• Provide professional and welcoming customer service to candidates, employees, visitors, and internal stakeholders.
• Navigate multiple HR systems, onboarding platforms, and third‑party applications to process and track onboarding activities.
• Maintain accuracy and attention to detail while managing multiple priorities, frequent interruptions, and fluctuating workloads.
• Collaborate with HR team members to resolve onboarding issues and ensure a positive new hire experience.
• Assist with administrative responsibilities, special projects, and additional HR support activities as needed.

Requirements

• High School Diploma or GED required.
• 1+ year of customer service experience, preferably in a high‑volume, administrative, or customer‑facing environment.
• Strong organizational and administrative skills with excellent attention to detail.
• Excellent verbal and written communication skills with the ability to provide professional, responsive customer service.
• Ability to manage multiple onboarding tasks, documentation requirements, and competing priorities in a fast‑paced environment.
• Strong technical aptitude and comfort navigating multiple computer systems, databases, and software applications.
• Ability to review sensitive documents accurately while maintaining confidentiality and compliance.
• Strong problem‑solving, critical‑thinking, and interpersonal skills.
• Self‑motivated, dependable, and capable of working independently with moderate supervision.
• Ability to adapt to changing priorities, frequent interruptions, and high‑volume workloads.
• Strong teamwork skills and a commitment to providing an inclusive, respectful, and positive experience for all employees and candidates.
• Must be eligible to obtain a Virginia Notary Public commission within one year.

Qualifications

• Previous experience in Human Resources, HR onboarding, recruiting coordination, HR administration, or employee services.
• Experience with new hire paperwork, Form I‑9 verification, employment eligibility, or background check processing.
• Experience working in a high‑volume customer service, call center, or in‑person customer‑facing environment.
• Experience using HRIS, applicant tracking systems (ATS), onboarding software, or other HR technology platforms.
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