Onboarding Coordinator

Job Title: Onboarding Coordinator

Company: Loenbro, LLC
Business Unit/Department: HR Shared Services                     
Location: On Site

Reports to:  Shared Services Manager
Employment Type: Full-time

FLSA Classification: Non-Exempt

About Loenbro

Loenbro is a trusted, long-term construction lifecycle partner to thousands of customers across the U.S. Our market spans all industries, and our service offerings include Critical Electrical, Mechanical & Structural, Soft Crafts, Inspection, Underground Maintenance and Installation, and Fabrication. Our expertise lies in simplifying the complex and establishing long-standing relationships with our partners. We have a national presence but a local approach—every customer benefits from our capabilities and our care.

At Loenbro, we don’t just offer jobs—we build careers grounded in integrity, teamwork, excellence, and purpose. Join a team where your expertise is valued, your growth is supported, and your work helps maintain and enhance the critical infrastructure that powers communities across the nation.

Job Summary
The Onboarding Coordinator is responsible for managing the pre-employment and onboarding process from accepted offer through the employee’s first day, ensuring all required screenings, compliance requirements, documentation, and onboarding activities are completed accurately and within established timelines. This role serves as a primary point of contact for candidates and coordinates with hiring managers, Talent Acquisition, HR, and other internal teams to ensure new hires are fully prepared and cleared to start.

The Onboarding Coordinator is responsible for maintaining accurate onboarding records, monitoring outstanding requirements, communicating status updates, and identifying and resolving process issues that may impact a new hire’s start date. The role also supports rehire processing and contributes to continuous improvement and standardization of onboarding processes while consistently demonstrating the company’s LEAD values.

Essential Job Responsibilities 

• Partner with Talent Acquisition, hiring managers, HR, and internal departments to manage the onboarding process from accepted offer through the employee’s first day. Coordinate required pre-employment screenings, including background checks, drug screens, motor vehicle records, and other applicable requirements.
• Initiate, monitor, and follow up on all required pre-employment screenings and onboarding requirements. Review results and documentation for completeness, identify potential issues or delays, and coordinate appropriate follow-up or escalation to ensure candidates are cleared to start within established timelines.
• Administer and monitor onboarding documentation by sending, tracking, and collecting required forms and acknowledgments. Maintain accurate onboarding status and documentation within designated systems and tools, ensuring information is complete and up to date.
• Serve as the primary point of contact for candidates throughout the onboarding process. Provide clear information regarding required steps, documentation, screening requirements, orientation, and start-date expectations, while responding to questions and providing timely follow-up.
• Communicate onboarding status, outstanding requirements, and potential start-date impacts to hiring managers and appropriate internal partners. Proactively escalate issues that may prevent a candidate from completing onboarding or starting as scheduled.
• Coordinate new-hire readiness and orientation activities with the appropriate internal teams, ensuring required onboarding steps are completed before the employee’s start date and that necessary information is communicated to the appropriate parties.
• Process rehires in accordance with established company requirements, including reviewing applicable prior employment information, coordinating required screenings and documentation, and ensuring all rehire requirements are completed before the employee returns.
• Maintain accurate and timely onboarding records and status information, ensuring confidentiality and compliance with applicable company policies and legal requirements.
• Support the consistent application of onboarding procedures across regions and operating companies. Identify opportunities to improve processes, reduce delays, eliminate unnecessary steps, and improve the overall candidate and hiring-manager experience.
• Meet established service-level expectations for onboarding activities and communicate proactively when circumstances may impact timelines or start dates.
• Demonstrate and uphold the company’s LEAD values through every interaction and workflow within the onboarding process.

Minimum Qualifications

Required:

• 1–2 years of experience in HR, recruiting, onboarding, administrative support, customer service, or a similar high-volume coordination role.
• Demonstrated ability to manage multiple tasks, deadlines, and priorities while maintaining accuracy and attention to detail.
• Strong organizational and follow-through skills, with the ability to independently monitor outstanding requirements and proactively address or escalate delays.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with candidates, hiring managers, and internal teams.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Comfortable working in a fast-paced, high-volume environment while meeting established service-level expectations and deadlines.
• Proficiency with Microsoft Office and the ability to learn and effectively use HR, recruiting, onboarding, and other business systems.
• Ability to work collaboratively across departments and maintain effective working relationships with candidates, hiring managers, Talent Acquisition, HR, and other internal teams.
• Self-motivated, adaptable, and flexible, with the ability to adjust to changing business needs and priorities.

 Preferred:

• Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field.
• Experience with applicant tracking systems, HRIS platforms, background screening systems, or other onboarding-related technology.
• Previous experience supporting high-volume recruiting, onboarding, or pre-employment screening processes.

Physical Demands and Work Environment

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

 Work Environment:

• Work is primarily performed in a professional office setting with a generally moderate noise level.
• Regular interaction with candidates, hiring managers, Talent Acquisition, HR, and other internal teams through email, telephone, video conferencing, and other communication platforms.
• Ability to work the assigned schedule and adjust working hours as reasonably necessary to support business needs, candidate communications, and onboarding deadlines.

 Physical Demands:

• Regularly required to sit, use a computer and keyboard, communicate by telephone and video conference, and perform other routine office-related activities.
• Ability to occasionally lift or move typical office materials and equipment as needed.

This role requires compliance with all applicable safety regulations, personal protective equipment (PPE) requirements, and Loenbro's Environmental Health and Safety (EH&S) policies.

Benefits

Loenbro offers a competitive salary, comprehensive benefits package, and rewards to those who join our team:

• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• Paid time off (PTO) and holiday pay
• Life and disability insurance
• Professional development and training opportunities
• Employee assistance program (EAP)

Benefits eligibility may vary based on employment classification and hours worked.

Guided by Core Values (LEAD), grounded in grit and a commitment to excellence, Loenbro betters our families, customers, and local communities.  If you’re ready to be part of a company that LEADS by:

• Living with Integrity
• Exceeding Expectations
• Acting with Urgency
• Delivering Excellence

…we want to hear from you.

Loenbro is an Equal Opportunity Employer