SUMMARY
The Orientation Coordinator is responsible for the planning, coordination, delivery, and continuous improvement of new hire onboarding and orientation programs. This position facilitates classroom and computer-based learning experiences, ensures completion of new hire documentation, and serves as a key partner to Recruiting, Human Resources, and Operations throughout the onboarding process.
The Orientation & Onboarding Coordinator is also responsible for the day-to-day management of the training and orientation facility, including room reservations, room set-up, inventory management, ordering supplies, facility organization, light cleaning, and maintaining a safe, welcoming, and professional environment for employees and guests.
RESPONSIBILITIES BY COMPETENCY:
(bolded text denotes an essential function of the position)
Business Results Orientation
- Facilitates new hire onboarding and orientation programs for all employees.
- Ensures electronic and required new hire paperwork is completed accurately, timely, and in accordance with legal requirements and company policies.
- Assists with the design, development, and continuous improvement of onboarding, orientation, and educational initiatives that support organizational goals.
- Coordinates onboarding schedules, communications, and logistics with Recruiting, Human Resources, hiring managers, and new employees.
- Establishes and maintains appropriate inventory levels of training materials, office supplies, refreshments, and facility resources.
- Orders and replenishes educational materials, facility supplies, and operational resources as needed.
- Oversees room reservations, classroom preparation, and event logistics for orientation and training activities.
- Maintains facility readiness by ensuring training rooms, common areas, and storage spaces remain organized and professional.
- Supports departmental projects, Balanced Scorecard initiatives, and other business needs as assigned.
- Maintains regular attendance and follows all designated safety practices.
- Performs other duties as assigned.
Communication
- Demonstrates strong written, verbal, and interpersonal communication skills.
- Delivers presentations and orientation sessions with professionalism, confidence, and credibility.
- Creates educational materials, communications, and resources that are professional, effective, and aligned with company policies and values.
- Communicates onboarding requirements, schedules, and expectations clearly to new hires and stakeholders.
- Ensures messages delivered during onboarding and training sessions support desired business outcomes and company culture.
- Adapts communication style to meet the needs of diverse audiences.
- Maintains timely and accurate records, reports, and business information.
- Keeps management informed of challenges, opportunities, and issues that may impact employee experience, facility operations, or business results.
- Continuously seeks opportunities to improve communication methods and onboarding processes.
Customer Service Orientation
- Provides exceptional service to new hires, employees, managers, vendors, and guests.
- Assists employees with onboarding paperwork, orientation scheduling, facility logistics, and training-related questions.
- Demonstrates professionalism, consistency, and sound judgment while administering company policies and procedures.
- Responds promptly and effectively to customer requests and concerns.
- Builds and maintains productive relationships with internal and external stakeholders.
- Uses independent decision-making skills to resolve employee and facility-related issues.
- Seeks feedback from participants and stakeholders to improve onboarding, orientation, and facility services.
- Creates a welcoming, organized, and positive experience for all visitors and participants.
Developing Talent
- Delivers orientation and training sessions that engage learners and promote knowledge retention.
- Uses adult learning principles and facilitation techniques to create an effective learning environment.
- Assists subject matter experts and business partners in delivering onboarding and educational content.
- Encourages participation and engagement throughout the onboarding process.
- Provides guidance, resources, and support to new employees as they transition into their roles.
- Offers feedback and observations regarding learner participation and onboarding effectiveness when appropriate.
- Stays current on learning and development trends, facilitation techniques, and best practices.
- Completes required safety training and developmental activities.
Technical Expertise
- Utilizes adult learning methodologies to design, facilitate, and evaluate classroom and computer-based training programs.
- Maintains familiarity with company policies, procedures, operational updates, and communications that impact onboarding and training content.
- Uses HRIS, Learning Management Systems (LMS), and other business technologies to support onboarding, training, reporting, and employee record management.
- Oversees departmental resources, including training materials, educational equipment, audio/visual technology, and facility assets.
- Maintains training equipment and coordinates repairs or maintenance as needed.
- Ensures orientation and training facilities remain clean, organized, secure, and operational.
- Performs light cleaning and housekeeping duties to maintain a professional and welcoming learning environment.
- Develops and improves systems and processes that streamline onboarding, orientation, facility operations, and recordkeeping.
- Applies knowledge of company operations to ensure onboarding content and training materials remain relevant and effective.
- Adheres to all company safety policies and immediately reports safety concerns or incidents to management.
- Supports facility security procedures and helps maintain compliance with organizational standards.
Supervisory Responsibilities
Direct: This position has no direct reports.
Qualifications
(bolded font denotes an essential qualification of the position)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Bachelor’s degree in Education, Human Resources, Organizational Development, or related field (preferred)
Equivalent combination of relevant education and experience may be considered.
Experience: 3 years of experience in program coordination, employee onboarding, or event management.
Experience developing, implementing, and evaluating orientation or training programs.
Proven track record of coordinating multiple projects or events simultaneously.
Language Skills: *Ability to read, write, speak, and understand English in a manner that is sufficient for effective communication with groups of managers, clients, customers and the general public.
Skills and Abilities:
(May be representative but not all-inclusive of those commonly associated with the position)
Ability to train and guide teams to achieve program goals.
Communication and Interpersonal Skills: Demonstrated experience facilitating workshops, presentations, or group sessions.
Proven ability to build relationships with diverse populations.
Administrative and Organizational Skills: Experience managing schedules, budgets, logistics, and program documentation.
Proficiency in using scheduling and/or learning management software.
Technology, Tools, and Equipment:
- Electronic presentation equipment
(Proficiency with preferred items is not required to meet minimum qualifications, but proficiency must be established to complete essential job functions)
Certifications, Licenses, and/or Registrations:
Valid driver’s license in only one state
Physical Demands
The physical demands described below are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Amount of time None Under 1/3 1/3 to 2/3 Over 2/3
See:
Must be able to read computer screens, reports, etc.
Stand/Walk:
Occasional visits to other locations
Sit:
Must be able to perform work at a desk or computer
Touch/Grasp/Feel
Must be able to input electronic data, manipulate paper, use
phone system
Climb or Balance
Stoop, Kneel, or Crawl
Talk or Hear:
Must be able to communicate in person and on the telephone
Lifting: Up to 10 pounds:
Up to 25 pounds:
Up to 50 pounds:
Up to 100 pounds:
Over 100 pounds:
Working Conditions:
Office Environment
Disclaimer
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the
right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.
INDEOC
