Onboarding Specialist

About This Role

This role focuses on managing the entire onboarding process for new employees joining US operations, ensuring a smooth and compliant transition for each new hire. The specialist will utilize HRMS platforms like Paycom and collaborate with various internal teams to deliver an excellent experience for new hires.

Responsibilities

• Manage full-cycle onboarding for US employees (exempt and non-exempt)
• Initiate and track I-9 verification and E-Verify compliance
• Ensure completion of W-4, state tax forms, direct deposit, and policy acknowledgements
• Configure and maintain onboarding workflows in HRMS tool (Paycom preferred)
• Initiate and track pre-employment checks, documentation, drug screening vendors, and compliance forms
• Coordinate with Payroll and Benefits teams for timely employee setup
• Ensure data accuracy across HR systems and employee records
• Communicate onboarding timelines and expectations to new hires and stakeholders
• Support audits, reporting, and HR metrics related to onboarding
• Troubleshoot HRMS system issues and provide user support

Requirements

• 5-6 years of experience in US onboarding / HR operations
• Hands-on experience with HRMS tools – Paycom (preferred)
• Strong understanding of onboarding compliance and employment documentation
• Strong knowledge of US employment compliance (I-9, E-Verify, W-4, state new-hire reporting)
• Excellent attention to detail and data management skills
• Strong communication and stakeholder coordination abilities
• Experience supporting US onboarding processes is a plus
• Flexibility to work across US Timezones

Nice to have:

• Experience supporting multi-state US onboarding
• Exposure to high-volume or remote onboarding
• Knowledge of US payroll and benefits processes
• Experience working with background check vendors

Benefits

• Collaborative, mission-driven culture
• Opportunities for professional growth and advancement
• The chance to make a lasting difference for communities

Important Details

• Team: partners closely with HR, Talent Acquisition, Payroll, and IT teams

About the Company

Ceres India Private Limited supports initiatives that help communities recover, rebuild, and strengthen resilience as part of the Ceres Global network. The company contributes to disaster recovery, infrastructure restoration, environmental services, and critical response operations through engineering, technology, innovation, and operational excellence. From India, it enables faster decisions, stronger delivery, and meaningful outcomes where they matter most.