Onboarding Coordinator

Remote

Full Time

Entry Level

Onboarding Coordinator

Reports to: Operations Manager | Department: Operations | Classification: Non-Exempt, Full-Time | Level: Entry-Level

POSITION SUMMARY

FoxHire is seeking a detail-oriented and people-focused Onboarding Coordinator to join our Operations team. This role is the primary point of contact for new external employees moving through the onboarding process, ensuring a smooth, compliant, and welcoming experience. The Onboarding Coordinator partners closely with the HR team on compliance matters and escalates issues as appropriate, while owning the day-to-day coordination and completion of onboarding tasks. This is an excellent opportunity for someone who thrives in a fast-paced environment and takes pride in keeping things moving accurately and on time.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Onboarding Coordination & Employee Experience

Serve as the primary point of contact for new employees throughout the onboarding process, providing a professional and welcoming experience from first contact through start date
Handle daily inbound and outbound communication (phone, text, email) with employees, recruiters, and clients regarding onboarding status, documentation needs, and start date readiness
Manage the electronic onboarding process including pre-hire paperwork and portal completion follow-up
Track and maintain accurate status for all pending and active employee placements in company systems, ensuring real-time visibility for the Operations and Sales teams
Maintain a complete and accurate log of all communications with employees, recruiters, and clients for tracking and follow-up purposes

Background Checks, Drug Screens & Credentialing

Monitor the background check and drug screening process, including tracking and reviewing results in coordination with vendors
Apply the Ops Onboarding Decision Matrix to determine when to clear a candidate versus when to escalate to HR
Collect, review, and maintain licenses, certifications, immunization records, and other credentialing documents required for placement, particularly for healthcare roles
Flag expired credentials, incomplete documentation, or compliance gaps to the relevant Operations or HR team members before clearing a worker to start

I-9, E-Verify & Employment Eligibility

Monitor the electronic I-9 process for new hires and rehires in the system
Escalate Tentative Non-Confirmations (TNCs) and Final Non-Confirmations (FNCs) to HR immediately
Maintain organized and compliant I-9 files, supporting periodic HR-led audits
Refer any document presentation questions, unusual situations, or potential eligibility concerns to HR before taking action

Compliance & HR Partnership

Use the Ops Onboarding Decision Matrix as the primary guide for all onboarding compliance decisions, escalating to HR whenever the situation falls outside routine processing
Stay current on internal systems, process changes, and any updated onboarding procedures communicated by HR or Operations leadership

Systems & Records Management

Use and maintain company’s proprietary software (CRM+HRIS) and internal Operations processes with a high degree of accuracy and attention to data integrity
Perform other duties as assigned by the Operations Manager

QUALIFICATIONS

High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Human Resources, or a related field preferred
1-3 years of office experience required; HR or staffing industry experience is a plus (internships considered)
Excellent written and verbal communication skills with a professional, customer-service-oriented approach
Strong organizational skills and outstanding attention to detail - accuracy in this role is critical
Comfortable managing multiple open tasks simultaneously in a fast-paced environment
Strong technical aptitude; experience with HRIS platforms, Google Suite, Slack, or ATS systems is a plus
Familiarity with federal, state, and local employment regulations (FCRA, I-9/E-Verify, ACA) is a plus
Ability to handle sensitive and confidential information with discretion
High energy, positive attitude, growth mindset, and a genuine team-player mentality

WHO WE ARE

FoxHire provides Employer of Record (EOR) staffing services, placing workers in temporary contract positions throughout the United States. We primarily place technical and high-level professionals - nurses, therapists, engineers, accountants, programmers, and more - as our W-2 employees. Our in-house team of Operations, Human Resources, Finance, Sales, and Product Development professionals keeps our business running from our corporate office in Canton, Ohio, with remote and hybrid work options available.

SOME OF OUR PERKS

Tuition reimbursement
Remote or hybrid work options
$400 toward home office furniture
Laptop, monitors, and other necessary computer equipment provided
Bi-weekly internet stipend
128 hours of PTO in the first year (pro-rated amount given on day one)
Ten company-paid holidays
Two weeks of paid parental leave for births and adoptions

BENEFITS & PAY

We offer competitive compensation, a generous paid time off package, and a wide range of benefits including employer-subsidized medical, dental, and vision insurance; Section 125 HSA and FSA accounts; a 401(k) with company match; and company-paid life insurance, short-term disability, and long-term disability insurance.

The pay range for this position is $19-$24 per hour.

FoxHire is an Equal Opportunity Employer committed to fair and equitable hiring practices. We consider all qualified applicants without regard to legally protected characteristics.

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Our office is located in Canton, Ohio and conducts business from 8:00 AM to 5:00 PM EST, Monday through Friday. Are you able to work during these hours?*

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Based on your educational background and professional experience, please rate yourself in the following categories using the scale below.
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0 POOR: I have no experience and/or this doesn't describe me
1 ACCEPTABLE: I have some exposure to this but would need to learn more and/or I can be this at certain times
2 VERY GOOD: I have solid experience in this area and/or this sounds like me
3 OUTSTANDING: I would teach a class on it or mentor someone in this area

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The pay range for this position is $19–$24 per hour, based on experience and qualifications. Does this range align with your desired salary?*

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