Onboarding Specialist
Role Overview
The Onboarding Specialist (OBS) is a client-facing coordination role responsible for managing candidate movement and client requirements throughout the hiring and onboarding process. The OBS coordinates candidate endorsements, prepares candidate briefs, schedules and monitors interviews, conducts client and candidate follow-ups through email, messaging, and Dialpad, obtains interview feedback, coordinates onboarding requirements, handles concerns and escalations, maintains accurate tracking, and works closely with Staffing/Recruitment and Customer Success. Under the updated process, the OBS is also responsible for proactively repurposing qualified candidates who are not selected for a particular requirement and coordinating them for other suitable active opportunities within the required timeline.
Key Responsibilities
1. Candidate Endorsement & Coordination
Note: The OBS role is primarily focused on coordination and candidate movement, rather than candidate sourcing or recruitment screening.
2. Client Communication
3. Candidate Communication
4. Interview Coordination & Management
5. Calls & Follow-Up
The OBS performs regular calls as part of the daily workflow.
6. Interview Feedback & Candidate Movement
7. Candidate Repurposing
A major responsibility under the updated OBS process is the proactive repurposing of candidates.
8. Onboarding Coordination
9. Client Concerns & Escalations
10. Internal Coordination
This role works closely with Recruitment, Customer Success, and other Internal Teams
11. Tracking & Documentation
The OBS is responsible for maintaining accurate records of ongoing activities.
Required Skills & Qualifications
- Excellent written and verbal English communication skills, with confidence in client and candidate interactions, including outbound calls.
- Highly organized and detail-oriented, with the ability to manage multiple priorities, stakeholders, and deadlines.
- Strong time management and follow-up skills in a fast-paced environment.
- Proactive problem-solver who can identify blockers, adapt to changing priorities, and escalate issues when needed.
- Customer-service oriented with strong client relationship and stakeholder management skills.
- Demonstrates ownership, accountability, and a results-driven approach to completing tasks.
- Proficient with email, calendars, communication platforms, CRM/ATS systems, and other administrative tools.
- Maintains accurate documentation and records while ensuring smooth coordination across teams.
Skills
As published by lever · 26 questions · 5 written answers
Basics
Resume/CV, Full name, Email, Phone, Current location, Current company, LinkedIn Profile URL
Short answers (5)
- Current Monthly Salary/Compensation (USD)
- Expected Monthly Salary/Compensation (USD)
- Current Location (City, Country)
- Who referred you to this position? Enter their first and last name here. optional
- Website, blog or portfolio:
Pick from a list (16)
- What is your current availability to start? optional
- What experience level do you have for this position? optional
- How did you hear about this job? optional
- Have you worked for Wing Assistant before?
- . Are you available to work during the US timezone required for this position?
- Wing Assistants are enrolled in a screen monitoring program for Quality Assurance purposes. Are you okay with this arrangement?
- Are you open to helping clients with standard virtual assistant/admin tasks in addition to the specialized tasks associated with this role?
- Would you be willing to make phone calls on behalf of the client, as needed, if required?
- Are you willing to take on additional responsibilities and allow your role to evolve based on your skillset, previous experience, and the needs of the client to ensure a successful working relationship?
- Which industries have you worked in? (Select all that apply.) optional
- Do you have experience in Customer Service, Client Success, Operations, Onboarding, or Recruitment Coordination? optional
- Have you coordinated interviews, schedules, or appointments between multiple parties? optional
- Are you comfortable making outbound calls and follow-ups with clients and candidates? optional
- Do you have experience working directly with clients/customers? optional
- Are you comfortable managing multiple priorities, deadlines, and follow-ups? optional
- Are you amenable to work in US-based hours? optional
Written answers (5)
- Desired salary per month (in your local currency):
- What ATS, CRM, scheduling, or communication tools have you used? optional
- How much is your previous salary? optional
- How much is your expected rate? optional
- When are you available to start? optional