Onboarding Coordinator (W2, Remote)

Summary

CareTalk Health is a national virtual medical practice specializing in Clinical Process Outsourcing and video-based care delivery. The Onboarding Coordinator manages the new hire experience from offer acceptance through the first day, coordinating pre-employment requirements, candidate communication, training placement, documentation, and process improvements.

Responsibilities

• Own the onboarding process for candidates from accepted offer through Day 1, serving as their primary point of contact throughout the pre-employment period
• Welcome new hires, clearly communicate expectations and next steps, and maintain regular contact to keep candidates engaged and informed
• Proactively identify candidates who are falling behind on onboarding requirements and intervene to drive timely completion
• Provide a responsive, professional, and customer-focused experience that reinforces the candidate's decision to join the organization
• Initiate, coordinate, and track all required pre-employment and onboarding activities
• Maintain accurate candidate status, documentation, completion dates, and outstanding requirements within the appropriate systems
• Monitor onboarding pipelines and deadlines to ensure new hires remain on track for their scheduled start dates
• Coordinate with Recruiting, HR, IT, Credentialing, Training, and other stakeholders to resolve onboarding issues and remove barriers
• Escalate risks that could prevent a new hire from starting as scheduled
• Confirm each new hire has completed all required onboarding activities before being cleared to start
• Coordinate placement into the appropriate new-hire orientation and training class
• Maintain accurate start-date and training rosters and communicate changes to appropriate stakeholders
• Provide new hires with clear Day 1 instructions, schedules, technology expectations, and other information necessary for a successful start
• Ensure clean handoff of the new hire from Recruiting/Onboarding to Training and Operations
• Document onboarding workflows, procedures, handoffs, responsibilities, and service expectations
• Identify unnecessary steps, duplicate work, bottlenecks, and opportunities to simplify or automate onboarding activities
• Recommend and implement practical process improvements that increase efficiency without sacrificing the new hire experience
• Help establish standardized onboarding processes, checklists, templates, and tracking mechanisms
• Monitor recurring onboarding issues and recommend solutions that address root causes rather than individual exceptions

Skills

• 2+ years of experience in recruiting coordination, onboarding, HR operations, talent acquisition operations, or a similar process-driven administrative role
• Demonstrated experience entering, maintaining, and tracking candidate or employee information in an ATS, HRIS, onboarding platform, or similar workflow system
• Experience managing multiple individuals through a defined process involving deadlines, required tasks, documentation, and follow-up
• Strong organizational skills with demonstrated ability to manage a high-volume workload without losing attention to detail
• Strong written and verbal communication skills and comfort communicating frequently with candidates/new hires
• Demonstrated ability to proactively follow up, drive task completion, and appropriately escalate issues
• Strong process orientation with the ability to understand workflows, identify inefficiencies, and recommend improvements
• Experience documenting processes, procedures, checklists, or standard operating procedures
• Strong computer proficiency, including Microsoft Office/365, Zoom, Greenhouse (or similar programs) and the ability to quickly learn new systems
• High school diploma or equivalent required
• Associate or bachelor's degree preferred but not required

Qualifications

Must Haves

• 2+ years of experience in recruiting coordination, onboarding, HR operations, talent acquisition operations, or a similar process-driven administrative role
• Demonstrated experience entering, maintaining, and tracking candidate or employee information in an ATS, HRIS, onboarding platform, or similar workflow system
• Experience managing multiple individuals through a defined process involving deadlines, required tasks, documentation, and follow-up
• Strong organizational skills with demonstrated ability to manage a high-volume workload without losing attention to detail
• Strong written and verbal communication skills and comfort communicating frequently with candidates/new hires
• Demonstrated ability to proactively follow up, drive task completion, and appropriately escalate issues
• Strong process orientation with the ability to understand workflows, identify inefficiencies, and recommend improvements
• Experience documenting processes, procedures, checklists, or standard operating procedures
• Strong computer proficiency, including Microsoft Office/365, Zoom, Greenhouse (or similar programs) and the ability to quickly learn new systems
• High school diploma or equivalent required

Nice to Haves

• associate or bachelor's degree preferred but not required

Benefits

• Fully remote work arrangement
• Room to grow as the company grows