Onboarding Specialist

Title: Onboarding & I-9 Compliance Coordinator

Duration: 6 months

Pay rate: $21.61/hr.

Location: Minneapolis, MN

Job Description: Onboarding & I-9 Compliance Coordinator

Position Summary

The Onboarding & I-9 Compliance Coordinator is responsible for delivering a seamless, professional, and compliant onboarding experience for all new hires while ensuring adherence to federal employment eligibility requirements. This role serves as a key partner to employees, managers, HR teams, recruiting, security, training, and business leaders to coordinate pre-hire and post-hire activities, maintain accurate documentation, and ensure all onboarding milestones are completed on time.

The ideal candidate is highly organized, detail-oriented, customer-focused, and able to manage multiple priorities in a fast-paced, high-volume environment while maintaining strict confidentiality.

Key Responsibilities

Onboarding Coordination

• Manage the end-to-end onboarding process from offer acceptance through post-hire integration.
• Provide clear guidance and proactive communication to new hires, managers, and internal partners throughout the onboarding journey.
• Coordinate scheduled hire dates, onboarding timelines, and readiness activities to ensure a smooth Day 1 experience.
• Connect new hires with internal resources, answer questions, and provide support during the transition into the organization.
• Partner with training teams to enroll new hires into required programs, coordinate travel if applicable, and manage schedule changes that may impact onboarding success.

I-9 Compliance & Employment Eligibility

• Oversee daily Form I-9 processing, including review of Section 1 and Section 2 completion for accuracy and timeliness.
• Identify overdue, incomplete, or missing documentation and follow up with employees and managers to resolve issues within required federal timelines.
• Manage employment eligibility reverifications and maintain audit-ready records.
• Support I-9 corrections, audits, and compliance monitoring activities.
• Maintain working knowledge of federal employment eligibility regulations, documentation standards, and risk-based compliance procedures.

Systems & Case Management

• Utilize HR systems such as Workday, ServiceNow, and Case Management tools to manage onboarding workflows, cases, and documentation.
• Track and manage a high-volume caseload while ensuring all service requests meet established SLAs.
• Escalate complex onboarding, compliance, or system issues to leadership, HR partners, or external vendors as needed.

Access Provisioning & Operational Support

• Create and track requests for provisioning equipment, security access, mobile devices, telephones, business cards, and other resources required for new hires.
• Partner with Security, Recruiting, and IT teams to ensure all onboarding connection points are completed effectively and on time.
• Provide proactive updates to managers and stakeholders regarding onboarding progress and issue resolution.

Customer Service & Relationship Management

• Build strong partnerships with internal clients across retail, expansion markets, and corporate teams.
• Deliver exceptional customer service through professional, responsive, and solution-oriented communication.
• Anticipate business needs and provide timely support to hiring managers and internal stakeholders.

Qualifications

Required

• 1–3 years of experience in HR, onboarding, compliance, operations, or administrative support within a regulated or fast-paced environment.
• Working knowledge of Form I-9 requirements, including Section 1, Section 2, reverifications, and employment eligibility documentation.
• Experience using Workday, ServiceNow, or similar HRIS/case management systems.
• Strong attention to detail with the ability to maintain accuracy in a high-volume environment.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines/SLAs.
• Excellent verbal and written communication skills.
• Strong customer service, relationship management, and problem-solving abilities.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite and digital workflow tools.
• Ability to adapt quickly, remain agile, and respond effectively to changing priorities.

Applicant Privacy Disclosure

We collect personal information from applicants during the recruiting, pre-offer, and offer process.

During the recruiting, pre-offer process and offer process, we may collect the following categories of personal information:

1. Identifiers, such as name, address, and email address.
2. Professional and Employment-Related Information, such as resume, work history, education, and qualifications.
3. Information Voluntarily Provided by You in connection with the recruiting and pre-offer process.
4. Sensitive Personal Information, where legally permitted and necessary, such as Social Security number and date of birth.

Personal information is collected and used for the following business purposes: evaluating qualifications and eligibility for employment; communication regarding the recruitment and application process; verifying eligibility for employment; and complying with applicable legal, regulatory, and contractual obligations.

Personal information is collected and used only as necessary, and we are committed to data minimization, privacy, and providing equal employment opportunities. We are an international organization, and personal information may be accessed or processed by authorized personnel or service providers located outside the United States, subject to appropriate safeguards. We restrict use and access to personal information to authorized personnel and service providers with confidentiality and data security obligations. We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure.

For information about our privacy practices, please review our Privacy Policy at: https://prideglobal.com/privacy-policy

If you do not consent to the collection of such personal information, please advise us immediately in writing at datasecurity@prideglobal.com