HR Onboarding Executive

Location: Olympus, Mumbai

Experience: 3–6 Years
Shift: Night Shift (6:00 PM–4:00 AM or 7:00 PM–5:00 AM IST)
Job ID: 437377
Band: BPO 2/3
Work Mode: Work From Office (WFO)

Job Summary

We are hiring an experienced Employee Onboarding Specialist to manage end-to-end pre-hire onboarding activities and ensure a smooth and seamless onboarding experience for new employees.

The role involves coordinating pre-boarding formalities, background verification, drug screening, start-date scheduling, orientation, and Day 1 communications. The specialist will act as the primary point of contact for candidates and collaborate with recruiters, hiring managers, and internal teams to ensure timely completion of onboarding activities.

Key Responsibilities

• Act as the primary point of contact for candidates throughout the pre-hire and onboarding process.

• Coordinate end-to-end onboarding activities, including pre-boarding, first-day arrangements, and orientation.

• Send welcome emails and initiate and monitor onboarding contingencies.

• Select and initiate appropriate background verification packages based on job codes and work locations.

• Order drug screening tests as per role-specific and location-specific requirements.

• Review background verification and drug screening results and provide clearance according to established guidelines.

• Coordinate and confirm employee start dates and schedule appropriate onboarding events through My Learning.

• Update candidate profiles in Workday and move eligible candidates to the Ready for Hire stage.

• Send Day 1 communication to candidates, hiring managers, and recruiters with reporting instructions, badging details, I-9 documentation, and orientation schedules.

• Partner with Talent Acquisition Advisors, recruiters, hiring managers, and business units to ensure a smooth onboarding experience.

• Maintain accurate onboarding records, checklists, trackers, and reports in HR systems.

• Support global and regional onboarding programs while ensuring compliance with organizational policies and procedures.

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.

• 3–6 years of experience in candidate onboarding or pre-hire operations.

• Mandatory experience in international onboarding; US onboarding experience is highly preferred.

• Knowledge of HRIS platforms such as Workday, SAP SuccessFactors, or BambooHR is an advantage.

• Proficiency in MS Office applications, including Word, Excel, PowerPoint, and Outlook.

Required Skills

• Candidate Onboarding and Pre-Hire Operations

• International / US Onboarding

• Background Verification (BGV)

• Drug Screening Coordination

• Workday and HRIS

• Recruitment Coordination

• Employee Lifecycle Management

• Onboarding Documentation and Compliance

• Stakeholder Management

• Communication and Customer Service

• Data Management and Reporting

• Attention to Detail and Multitasking

Preferred Qualifications

• Experience in a Shared Services, BPO, or Global Business Services (GBS) environment.

• Familiarity with onboarding automation tools and platforms.

• Understanding of US employment laws, documentation, and compliance requirements, including I-9.

Important Information

• Night-shift flexibility is mandatory.

• Work location: Olympus, Mumbai (Work From Office).

• Former TCS employees are not eligible to apply.

• PAN and Date of Birth (DOB) are mandatory for candidate profile creation.

Note: Candidates with 3–6 years of international candidate onboarding experience are encouraged to apply. US onboarding experience will be given preference.