US Onboarding Specialist

US Onboarding Specialist
Location: Pune (Hybrid)
Shift Timing: Night Shift - 8:30pm to 5:30am

Job Summary
We are looking for a detail-oriented and experienced US Onboarding Specialist to manage the end-to-end onboarding process for employees and consultants working in the United States. The ideal candidate should have experience in US staffing operations, employee onboarding, background verification, employment documentation, and compliance processes.
The candidate will be responsible for ensuring that all new hires and consultants complete the required onboarding and compliance documentation before their date of joining.

Key Responsibilities
Employee and Consultant Onboarding
Manage the complete onboarding process for W2 employees and consultants in the US.
Prepare and issue offer letters to W2 employees.
Prepare employment agreements and vendor agreements as required.
Coordinate with candidates, consultants, vendors, and internal teams to ensure timely completion of onboarding requirements.
Track onboarding progress and follow up on pending documents and activities.
Background Verification and Compliance
Initiate and coordinate background verification processes for new hires and consultants.
Coordinate and schedule drug testing wherever required.
Communicate with candidates, background verification vendors, clients, and internal teams regarding background check requirements and status.
Address client queries and provide required updates related to background verification and compliance.
Employment Documentation
Ensure the completion and collection of required US employment documents, including Form I-9, W-4, ACH / Direct Deposit Authorization.
Perform E-Verify processing for new joiners on the date of joining.
Maintain accurate and complete employee onboarding and compliance records.

Client and Vendor Support
Communicate with clients regarding onboarding requirements, background verification status, and other compliance-related matters.
Complete RFIs (Request for Information) and other documentation required for onboarding new clients.
Coordinate with vendors and external partners for required onboarding documentation and agreements.
System and Documentation Management
Upload and maintain employee and consultant onboarding documents in JobDiva.
Ensure all onboarding documentation is properly organized, updated, and maintained in the system.
Maintain accurate onboarding trackers and reports.
Ensure compliance with company policies, client requirements, and applicable US employment regulations.
Coordinate and support the enrollment of eligible US employees into company insurance and benefit programs.
Maintain employee benefit enrollment records and coordinate with insurance providers when required.
Required Skills and Qualifications
Experience in US Onboarding and Compliance.
Experience handling W2 employee onboarding documentation.
Familiarity with Form I-9, Form W-4, E-Verify, and direct deposit/ACH documentation.
Experience coordinating background verification and drug testing.
Experience communicating with US clients, vendors, and candidates.
Familiarity with JobDiva or other ATS/VMS platforms is preferred.
Experience with employee insurance and benefits enrollment is an added advantage.
Strong attention to detail and documentation skills.
Excellent written and verbal communication skills.
Ability to manage multiple onboarding activities and deadlines simultaneously.
Proficiency in MS Excel, Word, and email communication.
Preferred Experience
25 years of experience in US Onboarding and Compliance.
Experience working with W2 employees, vendors, and US staffing clients.
Previous experience with JobDiva will be an added advantage.