Operations Specialist

Position Overview:

The Operations team supports the end-to-end onboarding and compliance process for contractors, ensuring all required documentation, background checks, screenings, and client requirements are completed accurately and on time. This role works closely with candidates, recruiters, clients, vendors, and internal teams to ensure a smooth onboarding experience and successful start for contractors.

How You Make a Difference: Responsibilities

• Manage the end-to-end onboarding process for contractors, including document collection, background checks, drug screening, I-9/E-Verify, and other required compliance activities.
• Review onboarding requirements, track pending items, and proactively follow up with candidates and stakeholders to ensure all requirements are completed accurately and on time.
• Monitor background checks and screening activities, coordinate with screening vendors, and address pending or incomplete items.
• Coordinate with candidates, recruiters, front office, clients, vendors, and internal teams to resolve onboarding and compliance-related questions or issues.
• Review background check and screening results and follow established company and client processes for clearance and start authorization.
• Maintain accurate and timely onboarding and compliance records in JobDiva, Paycom, and client/vendor portals.
• Support client-specific onboarding requirements across multiple accounts while managing multiple activities and deadlines.
• Assist with audits and compliance reviews by ensuring required documentation and records are complete and readily available.
• Monitor shared inboxes and communication channels, respond to onboarding-related requests, and escalate complex issues to the appropriate stakeholders.
• Collaborate with Recruiting, HR, Sales, Account Management, Legal, and other internal teams to ensure a smooth contractor onboarding experience.
• Identify process gaps and recurring issues and support improvements that increase operational efficiency and enhance the onboarding experience.
• Maintain confidentiality when handling sensitive candidate and contractor information and ensure all activities follow company policies, client requirements, and applicable compliance guidelines.

What You’ll Need: Qualifications

Education

• Bachelor’s degree preferred or equivalent blend of education and work experience in the staffing industry, human resources, operations, or another related field.

Experience:  

• 2+ years of experience in US staffing operations, recruitment operations, HR operations, onboarding, or a related field.
• Hands-on experience working with JobDiva ATS is required.
• Experience supporting contractor onboarding, background checks, drug screening, I-9/E-Verify, or employment compliance processes preferred.
• Experience working with candidates, contractors, recruiters, clients, vendors, or internal stakeholders in a fast-paced staffing or professional services environment.
• Experience managing multiple onboarding activities and deadlines simultaneously.
• Experience working with background screening vendors and client/vendor portals is preferred.

Skills:  

• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Proficiency with JobDiva ATS and experience navigating HRIS systems, onboarding platforms, and client/vendor portals.
• Strong data entry and record management skills with excellent attention to detail and accuracy.
• Strong written and verbal communication skills with a professional and service-oriented approach.
• Excellent organizational, follow-up, and multitasking abilities.
• Ability to prioritize competing demands and manage time-sensitive onboarding activities effectively.
• Strong problem-solving skills with the ability to identify issues and take appropriate action or escalate when needed.
• Ability to work independently while collaborating effectively with recruiters, HR, clients, vendors, and other internal teams.
• High level of professionalism, discretion, and ability to handle confidential information appropriately.
• Ability to learn and navigate multiple systems, processes, and client-specific requirements.
• Experience leveraging AI-powered productivity and communication tools is a plus.
• Ability to work in a virtual or hybrid environment and support US business hours.