Walk-in || Onboarding Specialist

Key Responsibilities

1. Joining & Onboarding Coordination

- Manage end-to-end joining formalities for new hires across the assigned regions.

- Coordinate joining documentation, employee forms and other pre-joining requirements.

- Ensure all new hires complete the required onboarding formalities within defined timelines.

- Track joining status and maintain accurate onboarding records.

- Act as the primary point of contact for new hires during the joining process.

2. Induction & Orientation

- Coordinate new employee induction and orientation programs.

- Schedule induction sessions and ensure participation from relevant HR and business stakeholders.

- Coordinate presentations, training sessions and introductions with key stakeholders.

- Share induction calendars, joining instructions and relevant information with new employees.

- Ensure a consistent onboarding experience across Mumbai, Pune, and Goa

3. Meeting & Calendar Management

- Schedule and coordinate meetings between new joiners and business/functional stakeholders.

- Send meeting invites, manage calendars and coordinate changes where required.

- Ensure all onboarding-related meetings and sessions are scheduled within agreed timelines.

- Coordinate virtual and physical meetings for employees joining across different locations.

4. Stakeholder Coordination

- Work closely with Talent Acquisition, HR Business Partners, hiring managers and business leaders.

- Coordinate with IT, Admin, Facilities, Security and other support teams for employee readiness.

- Follow up with stakeholders to ensure timely completion of onboarding activities.

- Escalate delays or onboarding issues to the appropriate stakeholders.

5. Employee Experience

- Ensure new joiners receive a smooth, professional and structured onboarding experience.

- Communicate joining instructions, office information, reporting details and induction schedules.

- Address routine onboarding queries and coordinate with relevant teams for resolution.

- Collect feedback from new joiners and identify opportunities to improve the onboarding process.

6. MIS & Reporting

- Maintain onboarding trackers and employee joining databases.

- Prepare regular reports on upcoming joiners, joining status and onboarding completion.

- Track pending documentation and other onboarding dependencies.

- Maintain accurate records for audit and reporting purposes.

- Monitor onboarding turnaround times and highlight gaps or delays.

7. Process Improvement & Ad-hoc activities

-Assist HRBP in managing and conducting engagement activities on a monthly basis.

-Ad-hoc responsibilities assigned by HRBP

-Identify opportunities to simplify and improve the onboarding process.

- Develop and maintain onboarding checklists, trackers and standard operating procedures.

- Support digitisation and automation of onboarding activities wherever possible.

- Ensure adherence to internal HR policies and onboarding processes.

Key Skills & Competencies

- Strong coordination and stakeholder management skills.

- Excellent communication and interpersonal skills.

- Strong follow-up and execution capabilities.

- Good calendar and meeting management skills.

- Ability to manage multiple joiners and activities simultaneously.

- High attention to detail and strong organisational skills.

- Ability to work with stakeholders across multiple locations.

- Good working knowledge of MS Excel, PowerPoint, Outlook/Teams and HR systems.

- Ability to handle confidential employee information with discretion.

Preferred Experience

- 01 years of experience in HR Operations, Talent Acquisition Coordination, Onboarding, HR Shared Services or a similar role.

- Experience managing onboarding for employees across multiple locations will be preferred.

- Prior experience in a corporate/MNC environment is an advantage.

- Candidates with strong coordination and stakeholder management experience will be considered.