Onboarding Coordinator

With over 18 years of experience, Hays Electrical Services is a nationally recognized electrical contractor delivering high-quality, safe, and reliable electrical solutions across commercial, industrial, and specialty markets. Licensed in multiple states and trusted by leading general contractors, Hays is built on a foundation of safety, excellence, drive, communication, and client focus. 

Our mission is simple: to make ourselves indispensable to our customers. We achieve this by investing in our people, continuously improving our processes, and delivering results that set the standard in the electrical contracting industry. 

Position Summary 
The Onboarding Coordinator is the operational engine of the new hire experience. Reporting directly to the Onboarding Manager, this role coordinates the daily, cross-functional logistics required to welcome every new employee. 

As a vital member of the HR function, you are the primary point of contact for incoming talent, hiring managers, and cross-functional teams playing integral roles in making the onboarding journey seamless.Your mission is to eliminate Day 1 anxiety by executing flawless administrative workflows and personal outreach to inject energy and clarity into the initial steps of the employee journey.

Key Responsibilities 

• Execute high-touch outreach campaigns via phone calls and personalized emails to welcome incoming employees immediately following offer acceptance. 
• Serve as the dedicated single point of contact for all new hires during the critical pre-boarding window, answering questions regarding scheduling, dress code, benefits deadlines, and company resources as needed.
• Conduct proactive check-ins prior to Day 1 to ensure new hires have received their onboarding schedules, verified start times, and feel confident navigating their first day. 
• Troubleshoot pre-boarding anxieties and roadblocks such as tech delivery delays, documentation issues etc. over the phone, providing immediate, empathetic support to build trust. 
• Owns pre-onboarding execution for all incoming corporate employees, ensuring all applicable screenings, verifications, and compliance paperwork are completed prior to Day 1. 
• Supports travel coordination for new employees who will need to travel to attend Day 1 orientation activities. 
• Coordinate cross-functional fulfillment by partnering with IT and Facilities to guarantee equipment, system access, and workspace assignments/set up are completed on time. 
• Manage orientation logistics including schedules/agendas, booking conference rooms or providing virtual meeting links, and syncing calendars for speakers and internal facilitators. 
• Maintains the HRIS to ensure new hire records are 100% accurate, up-to-date, and compliant with company data policies. 
• Owns the creation of new hire orientation folders and welcome packages for every orientation session. 
• Supports the management of welcome inventory by maintaining accurate item counts. 
• Co-facilitate orientation sessions alongside the Onboarding Manager, managing live chat Q&A, conducting tour of facilities, and providing any additional information that may be requested during presentations. 
• Manages set up of lunch for orientation sessions.
• Monitors orientation agenda to ensure presenters arrive on time and adhere to allotted time, coordinates any changes to agenda timing that may be needed.
• Coordinates with Hiring Managers to ensure someone from the team arrives at the end of orientation to escort new hires to their workspace and facilitates team introductions.

Qualifications & Skills 

• High school diploma or equivalent. 
• 1 year of experience in an HR support, recruiting coordination, administrative assistant or high-touch customer support role. 
• Proficient with Microsoft Office, virtual meeting platforms, and databases or systems.
• Ability to maintain composure and solve problems quickly.
• Demonstrated attention to detail and accuracy in completing work. 
• Strong verbal and written communication skills with the ability to communicate professionally and effectively with colleagues and customers. 
• Proven accountability and initiative, with the ability to take ownership of tasks and follow through with minimal supervision.
• Strong time management skills, with the ability to prioritize work effectively. 
• Ability to work effectively in ambiguous situations and adapt to changing circumstances. 
• Ability to manage multiple tasks and completing deadlines simultaneously. 
• Customer service-oriented approach to work and interactions. 
• Ability to collaborate and work effectively as part of a team. 
• Willingness to learn new skills and adapt to changing job requirements. 

Preferred 

• Associate’s or Bachelor’s degree in HR, Communications or Business in progress or completed is a plus. 
• Experience working with Workday. 
• Tech savvy. 
• Interest in learning & development or human resources as a career path. 
• Bilingual (English//Spanish). 

Work Environment & Physical Requirements 
​​​​​​​Sedentary: While performing the duties of this job, the employee is regularly required remain a stationary position over 75% of the time, constantly operates a computer and other office productivity machinery which can include a copy machine or printer, frequently communicates with internal and external contacts, and must be able to exchange accurate information. The employee is occasionally required to move about inside the office to access file cabinets, office machinery, and handle up to 20 pounds (files or office supplies). Must be able to detect, determine, distinguish, inspect, assess, and adjust focus. Management reserves the right to change this position description at any time according to business needs. 

Why Join Hays Electrical Services? 

At Hays Electrical Services, you’re joining a team that values professionalism, accountability, and growth. As part of our Marketing and Communications team, you’ll play a hands-on role in capturing and sharing the work, people, and culture that power our continued success. 

Benefits Include: 

• Competitive salary based on experience 

• Comprehensive health, dental, and vision insurance 

• Generous paid time off and company holidays 

• Opportunities for professional growth and development in a supportive, fast-paced environment 

Hays Electrical Services, Inc., is an Equal Opportunity Employer and does not discriminate based on any status protected by applicable law. This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.