Onboarding Coordinator

About the role

The Onboarding Coordinator is responsible for ensuring a smooth and positive experience for candidates once they reach the orientation-scheduled stage, and for supporting a professional, welcoming environment at the orientation location. This role serves as the primary point of contact for candidates during this stage, manages background check and adverse action processes, coordinates all logistics needed to get candidates to orientation, completes the hire process in UKG, and provides receptionist and I-9 support on orientation day.

Essential Duties And Responsibilities

• Serve as the primary point of contact for candidates who have reached the orientation-scheduled stage, answering questions and keeping them informed leading up to their orientation date.
• Order background reports for candidates and track results, following up as needed to ensure timely turnaround.
• Monitor background check outcomes and send pre-adverse and adverse action notices/emails when required, in accordance with company policy and applicable law.
• Schedule candidates for new hire orientation and gather all information needed to confirm attendance, including orientation date, orientation location, any required testing, shirt size, housing information, and travel arrangements.
• Coordinate travel and housing logistics for candidates as needed to ensure on-time arrival for orientation.
• Enter and maintain candidate information in UKG to complete the hire process and formally bring candidates on as employees.
• Track orientation scheduling, rescheduling, and candidate status, ensuring records are accurate and current.
• Serve as receptionist for the orientation location, greeting candidates and visitors and serving as a professional first point of contact.
• Take new hire photographs and complete/verify Form I-9 documentation on the day of orientation, ensuring compliance with employment eligibility verification requirements.
• Communicate effectively with internal stakeholders regarding candidate status, scheduling changes, pending background results, and other onboarding needs.
• Maintain confidentiality of sensitive candidate information, including background reports and I-9 documentation.
• Create and maintain candidate/employee files, ensuring all required paperwork is complete and accurate.
• This role may require occasional travel to company facilities, job sites, or orientation locations. Travel is expected to be limited, typically less than 10% of work time.
• Other duties as assigned.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field a plus.
• 2+ years of onboarding, HR coordination, or administrative experience, preferably in a high turnover environment.
• Familiarity with background check processes and adverse action requirements (e.g., FCRA) a plus.
• Familiarity with Form I-9 completion and employment eligibility verification requirements.
• Experience with UKG or similar HRIS/HRM systems preferred.
• Strong organizational and multitasking skills with the ability to prioritize and meet deadlines in a fast-paced environment.
• Ability to take initiative and ownership of projects, without requiring oversight of daily tasks.
• Excellent communication and interpersonal skills with the ability to interact effectively with individuals at all levels, including greeting candidates and visitors in person.
• Proficient use of Microsoft Office Suite and applicant tracking systems (ATS) or other recruitment/onboarding software.
• Solid problem-solving and decision-making abilities with a focus on continuous improvement and process efficiency.
• Ability to maintain high standards of quality and accuracy, and to handle sensitive information with discretion.
• Must be able to read, write, and speak English.

Physical Requirements

• Sit and work at a computer for extended periods of time.
• Sustain focus on computer screens for prolonged periods.
• Use hands and fingers for typing, writing, and operating office equipment, including a camera for new hire photographs.
• Communicate effectively via phone, virtual meetings, and in-person meetings, and understand verbal communication clearly.
• Move between rooms, attend meetings, and reach for supplies as needed.
• Stand and greet candidates and visitors at the orientation location as needed.
• Lift and move objects, typically under 25 pounds, such as files, laptops, or office supplies.

Company Overview

Total Sand Services, LLC (TSS) has Sand Solved! As a privately held proppant and logistics company, TSS goes beyond providing reliable, safe, and efficient solutions – we are dedicated to fostering excellence and safety at well sites, on the road, and throughout the supply chain. We are actively seeking individuals who are driven by a passion for exceptional customer service, possess the drive to eliminate inefficiencies on location, and are committed to personal and professional career growth. At TSS, we prioritize establishing robust safety protocols and offer high-level rewards to recognize and appreciate your contributions. Through a relentless commitment to teamwork between leadership and personnel, we are on a mission to become a leading service provider in the oilfield industry, surpassing our competitors. Joining TSS means embarking on a rewarding career with opportunities for growth as we expand our network of locations and services. Whether you aspire to be a top-notch individual contributor or a groundbreaking leader, TSS provides the infrastructure to support your journey. We are on the lookout for innovative, driven individuals who are ready to achieve, grow, and lead. If you crave a challenging and rewarding career in the oil field industry, TSS is the place for you. Committed to delivering excellence, we invite talented individuals to join our team, contribute to our success, and grow with us.