Onboarding Specialist

Medasource - Indianapolis, IN

Full-time

Indianapolis, IN

Waste Management and Remediation Services

About the position

The Onboarding Specialist (OS) is responsible for managing the onboarding process for Medasource consultants after an offer has been accepted. This role involves close collaboration with Market, Accounting, and HR teams to ensure accurate placements, effective communication, and resolution of any issues that arise during the onboarding process. The OS will provide ongoing support to consultants, guiding them through paperwork and change requests while maintaining consistent communication throughout their onboarding journey.

Responsibilities

• Create mapping system for teams to stay in the loop on active onboarding
• Create documents on step-by-step instructions for AEs and Recruiters
• Create email templates for all clients
• Answer frequently asked questions for candidates regarding onboarding
• Assist with client audits
• Assist recruiters and account executives in managing placements after offer acceptance
• Add candidate profile and employee file information into ATS
• Maintain consistent communication with consultants throughout the onboarding process
• Provide status updates on placement/onboarding progress
• Send Time Portal instructions to candidates
• Launch electronic paperwork through Able software
• Submit change requests for contract extensions or terminations
• Update project onboarding trackers as needed
• Launch W2 paperwork and client forms through Able
• Verify all Form I9s and upload consultant identification pictures
• Confirm second signer information and reset passwords as needed
• Work closely with HR to ensure forms and agreements are up to date
• Assist accounting team with Able process and troubleshoot errors
• Facilitate communication for background, drug, and other tests
• Assist with onboarding in states where Medasource does not conduct business
• Launch 1099 paperwork and draft necessary agreements
• Coordinate with HR to update state tax forms yearly
• Organize and update Share Drive with onboarding documents

Requirements

• Experience in recruiting workflows and consultant onboarding
• Experience with electronic onboarding and screening software
• Excellent communication and customer service skills
• Ability to effectively interact with cross-functional teams
• Ability to manage and resolve issues
• Strong attention to detail and organizational skills
• Knowledge of HR and legal best practices, policies, and processes