Senior Talent Acquisition Coordinator

Job Summary

The Senior Talent Acquisition Coordinator manages onboarding for Trace3’s full-time new hires and contingent workers, including contractors, consultants, and temporary staff engaged through staffing partners. This role ensures a seamless, positive experience from offer acceptance through Day 1 readiness by coordinating pre-employment and pre-assignment requirements, including background checks, drug screenings, documentation, system access, and company, client, regulatory, and contractual obligations.

Summary of Essential Job Functions

• Own and coordinate the onboarding lifecycle for full-time new hires from offer acceptance through Day 1 readiness, ensuring a seamless and positive start experience.
• Serve as a primary point of contact for candidates, new hires, hiring managers, and internal partners throughout the onboarding process.
• Administer and track pre-employment requirements, including background checks, drug screenings, offer documentation, onboarding forms, system access requests, and other readiness activities.
• Partner with Talent Acquisition, People Partners, Payroll, IT, Hiring Managers, and other stakeholders to align onboarding tasks, resolve outstanding items, and support timely start dates.
• Facilitate new hire communications, onboarding schedules, orientation logistics, and milestone reminders to promote clarity and engagement before start date.
• Career Development
• Coordinate the end-to-end onboarding process using Beeline (VMS) for contingent workers, contractors, consultants, and temporary staff, ensuring all company, client, regulatory, and contractual requirements are completed before assignment start dates.
• Serve as the key onboarding liaison for staffing agencies, workforce suppliers, the Vendor Management Team, and internal stakeholders regarding documentation, assignment readiness, and worker status updates.
• Monitor onboarding progress, identify risks or delays, and escalate compliance concerns, documentation discrepancies, or start-date issues to appropriate stakeholders.
• Prepare and maintain reports, dashboards, workflow trackers, and service-level updates related to onboarding activity, contingent workforce readiness, and operational performance.
• Maintain accurate and confidential onboarding records, employee files, contingent worker documentation, and system data in accordance with company processes and compliance requirements.
• Support onboarding and integration activities for teammates joining Trace3 through acquisitions, including coordination of documentation, communications, and stakeholder follow-up as needed.
• Aid in onboarding audits, data validation, process documentation, and recruitment operations reporting to support accuracy, compliance, and continuous improvement.
• Identify opportunities to streamline onboarding processes, improve stakeholder experience, and recommend enhancements to People and Organizational Health leadership.
• Support special projects and broader People and Organizational Health initiatives as assigned.
• Perform other job-related duties as assigned.

Required Skills and Experience

• Bachelor’s Degree in Human Resources or relevant field preferred.
• 3+ years of experience in Talent Acquisition coordination, onboarding, recruiting operations, HR operations, or related human resources function.
• Experience supporting the onboarding of fulltime and contingent workforces, including management of background checks, documentation, and company, client, and regulatory compliance.
• Proven ability to identify, escalate, and mitigate onboarding risks, delays, and compliance concerns to ensure timely workforce.
• Experience working with Applicant Tracking Systems, Human Resources Information Systems, and onboarding technologies. Experience with Greenhouse and UKG are a plus.
• Experience utilizing Vendor Management Systems (VMS), such as Beeline, to track contingent workforce onboarding, assignments, extensions, and workforce.
• Strong relationship management skills with the ability to build effective partnerships across Human Resources, Talent Acquisition, IT, Payroll, Procurement/Vendor Management, and business.
• Ability to manage and coordinate information with a high level of confidentiality.
• Outstanding interpersonal and communication (in-person, written, over the phone) skills and able to effectively interface with all levels of employees up to executive leadership.
• Highly organized, detail-oriented, excellent time management skills and able to effectively prioritize tasks in a fast-paced, high-volume, and evolving work environment.
• Ability to approach requests with a proactive and consultative manner; listen and understand user requests and needs and effectively deliver.
• Comfortable managing multiple and changing priorities, and meeting deadlines in an entrepreneurial environment.
• Motivated self-starter who loves to troubleshoot and solve challenging problems.