Onboarding Specialist

Onboarding Specialist UG Solutions is a fast-moving, mission-driven private security company with global reach and a strong operational backbone. Headquartered in the greater Charlotte area, we operate in high-stakes environments and support government, humanitarian, and commercial clients. The Onboarding Specialist is a critical operational role responsible for owning the complete transition of candidates from offer acceptance through deployment. Acting as the primary point of contact for all onboarding activities, this individual ensures every new hire moves cleanly and compliantly through the Recruit > Train > Deploy (RTD) pipeline. The Onboarding Specialist works in close partnership with Recruiters, Senior Recruiters, the Recruiting Manager, and Program Teams to eliminate deployment delays, safeguard data integrity, and deliver an exceptional candidate experience at every step. This role demands exceptional organizational skills, a proactive mindset, and a strong commitment to compliance and accuracy. The ideal candidate thrives in a fast-paced environment, takes ownership of outcomes, and communicates clearly and professionally with candidates and internal stakeholders alike. Key Responsibilities Onboarding Workflow Management Initiate onboarding workflows immediately upon offer acceptance, ensuring no delays in the RTD pipeline. Manage and track all onboarding documentation from offer stage through deployment, including employment paperwork, compliance forms, and project-specific requirements. Coordinate background checks end-to-end, triaging and escalating issues within 48 hours of receipt. Ensure 95%+ of onboarding documentation is completed within 10 business days of offer acceptance. Guarantee that all deployment-required paperwork is finalized no later than two weeks prior to each candidate's Deployment Date. Candidate & Stakeholder Support Serve as the primary point of contact for candidates throughout the onboarding journey, providing timely, clear, and professional communication. Deliver a high-touch, white-glove candidate experience that reflects the organization's standards and culture. Proactively identify and resolve potential onboarding issues before they escalate, minimizing candidate anxiety and operational risk. Assist Recruiters with candidate progression through training and deployment milestones, coordinating travel documentation, immunization records, access provisioning, and any project-specific requirements. Compliance & Documentation Integrity Maintain 100% data accuracy within the Rippling HRIS, ensuring all candidate records, status updates, and onboarding milestones are current and complete. Identify and close documentation gaps proactively, flagging risks to the Recruiting Manager in advance of required-by dates. Ensure all onboarding activities are completed in full compliance with applicable regulations, company policies, and program-specific requirements. Reporting & Visibility Maintain a real-time onboarding tracker that provides full visibility into pipeline status, outstanding items, and upcoming deadlines. Report onboarding bottlenecks and systemic issues to the Recruiting Manager, providing recommended solutions alongside each escalation. Support forecast accuracy by ensuring data integrity in the ATS and HRIS systems directly impacts deployment planning. Reserve Roster & Personnel Management Maintain Reserve Roster integrity by accurately managing role changes, terminations, leave requests, and deployment availability. Coordinate roster updates with Senior Recruiters and the Program Team to ensure readiness data is always current and actionable. Track and communicate changes in candidate deployment status to relevant stakeholders in a timely manner. Required Qualifications 2+ years of experience in HR onboarding, talent acquisition coordination, HR operations, or a related field. Demonstrated experience managing high-volume onboarding workflows with competing deadlines. Proficiency with HRIS platforms (Rippling experience strongly preferred) and applicant tracking systems. Strong organizational skills with a proven ability to manage multiple priorities simultaneously without sacrificing accuracy. Excellent written and verbal communication skills, with the ability to communicate professionally with candidates and internal stakeholders. High attention to detail and a zero-tolerance approach to data inaccuracies in HR systems. Working knowledge of onboarding compliance requirements, including background check processes, I-9 verification, and employment documentation standards. Ability to work independently, take ownership of outcomes, and escalate proactively when risks arise. Preferred Qualifications Experience supporting onboarding in government contracting, defense, or other compliance-intensive environments. Familiarity with deployment-based or field-based workforce models, including travel documentation and project-specific credentialing requirements. Experience managing or auditing reserve rosters, personnel status tracking, or workforce availability systems. Exposure to immunization tracking, security clearance coordination, or other specialized onboarding requirements. Strong aptitude for process improvement; experience building or refining onboarding workflows, checklists, or tracking tools. Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field (or equivalent practical experience). PHR, SHRM-CP, or other relevant HR certification is a plus.

Created: 2026-03-04