Position Summary
The HR Administrator - Onboarding coordinates and manages the employee onboarding process to provide an organized, welcoming, and consistent experience for new hires joining Kelvion. This position serves as a primary point of contact for new employees and partners with Talent Acquisition, Human Resources, hiring managers, Payroll, Benefits, IT, Safety, and other departments to facilitate a successful transition into the organization.
The role independently manages assigned onboarding activities, monitors pre-employment and first-day readiness requirements, and uses professional judgment to resolve routine onboarding issues. The HR Administrator - Onboarding also performs HR transactional work throughout the employee lifecycle, maintains accurate employee data and documentation, and contributes to improvements in HR processes, compliance, and service delivery.
Responsibilities and Duties
Onboarding and New-Hire Experience
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Coordinate assigned onboarding activities from accepted offer through the employee’s initial period of employment.
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Serve as a primary point of contact for new hires by providing timely communication, answering questions, and helping employees prepare for their first day.
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Develop and maintain onboarding schedules, checklists, communications, resources, and other materials.
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Initiate and monitor pre-employment requirements, including background checks, drug screenings, employment eligibility verification, and other applicable processes.
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Review onboarding documentation and pre-employment results for completeness, accuracy, and compliance with established requirements.
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Complete Form I-9 and E-Verify processes in accordance with federal requirements and company procedures.
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Coordinate orientation schedules, presenters, facility access, equipment, system access, and required training.
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Conduct or support new-hire orientation sessions covering company information, policies, benefits, timekeeping, workplace expectations, safety requirements, and available resources.
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Partner with hiring managers, IT, Payroll, Benefits, Safety, and other departments to identify and resolve readiness issues before an employee’s start date.
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Support onboarding for hourly, salaried, temporary, and other employee populations across assigned locations.
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Monitor onboarding milestones, outstanding documentation, orientation attendance, and required training completion.
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Follow up with new employees and hiring managers to identify concerns and support successful integration into the organization.
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Collect and evaluate feedback from new hires and hiring managers to identify opportunities to improve the onboarding experience.
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Recommend practical improvements that increase onboarding efficiency, consistency, compliance, and employee satisfaction.
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Assist with the development and standardization of onboarding practices across departments and locations.
HR Transactions and Operations
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Process employee lifecycle transactions, including new hires, transfers, promotions, job changes, pay changes, manager changes, location changes, and terminations.
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Review transaction requests and supporting documentation for accuracy, completeness, consistency, and required approvals.
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Enter, update, and maintain employee information in the human resources information system and other applicable systems.
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Research and resolve routine data or transaction discrepancies by reviewing source documentation, system information, and established HR practices.
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Coordinate with Payroll, Benefits, Compensation, Talent Acquisition, and other HR functions to support accurate and timely transaction processing.
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Prepare employment-related letters, forms, reports, and other standard HR documentation.
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Maintain electronic employee records and personnel files in accordance with company policies and record-retention requirements.
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Respond to employee and manager questions regarding onboarding, HR processes, forms, policies, and system navigation.
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Interpret established HR procedures and provide guidance on routine employee lifecycle processes.
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Identify unusual, sensitive, or complex matters and escalate them to the appropriate HR team member.
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Assist with employee data audits, organizational updates, reporting relationships, and other recurring HR processes.
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Support compliance reviews, internal audits, recruiting activities, employee events, and special projects.
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Protect confidential employee, applicant, compensation, medical, and business information.
Reporting and Continuous Improvement
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Prepare and maintain onboarding and HR operations reports, including processing times, completion rates, orientation attendance, outstanding requirements, and new-hire feedback.
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Monitor onboarding and transaction activity to identify recurring issues, delays, or process gaps.
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Analyze available information and recommend solutions to improve HR service delivery and data accuracy.
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Assist with documenting and updating standard operating procedures, process maps, templates, and HR resources.
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Participate in HR system testing, process implementation, and continuous improvement initiatives.
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Support HR projects requiring data collection, analysis, coordination, and communication.
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Perform all other duties as assigned.
Other Responsibilities
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Help ensure Kelvion’s Standard of Excellence, including quality, safety, service, and continuous improvement, is incorporated into all work.
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Provide professional, responsive, and solutions-oriented service to employees, candidates, managers, and internal partners.
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Maintain confidentiality and exercise appropriate discretion when handling sensitive information.
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Follow all company policies, procedures, safety requirements, and applicable employment regulations.
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Maintain current knowledge of onboarding practices, HR systems, and relevant employment requirements.
Education and Experience
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Bachelor’s degree in Human Resources, Business Administration, Organizational Development, or a related field required.
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Up to two years of relevant experience in human resources, onboarding, HR operations, recruiting coordination, or a related function preferred.
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An equivalent combination of education and relevant experience may be considered.
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Experience supporting employees in a manufacturing or multi-site environment is preferred.
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Experience using a human resources information system, applicant tracking system, E-Verify, background-screening platform, or similar system is preferred.
Knowledge, Skills, and Abilities
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Foundational knowledge of human resources practices, employee onboarding, and employee lifecycle processes.
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Ability to apply established HR policies and procedures to routine situations.
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Ability to exercise professional judgment, evaluate information, and resolve routine onboarding and transactional issues.
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Strong organizational and project-coordination skills.
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Ability to manage multiple new hires, transactions, deadlines, and competing priorities.
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Strong attention to detail and commitment to data accuracy.
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Strong written and verbal communication skills.
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Ability to communicate processes and requirements clearly to employees and managers at different organizational levels.
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Professional, approachable, and service-oriented interpersonal style.
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Ability to build effective working relationships across departments and locations.
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Sound judgment and discretion when handling confidential or sensitive information.
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Ability to recognize compliance concerns, policy exceptions, and complex matters requiring escalation.
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Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
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Ability to learn and effectively use HR systems and other business applications.
