Job Title: Onboarding Specialist (Pre-Hire Process Specialist)

Location: Olympus, Mumbai
Shift: Night Shift – 6:00 PM to 4:00 AM / 7:00 PM to 5:00 AM IST
Job ID: 437377
Band: BPO 2/3
Experience: 3–6 Years
Employment Type: Full time

Job Summary

The Onboarding Specialist (Pre-Hire Process Specialist) is responsible for ensuring a smooth, accurate, and engaging onboarding experience for new hires. The role manages the end-to-end pre-hire and onboarding process, including background checks, drug testing coordination, start-date scheduling, orientation, candidate communication, and HRIS updates.

The specialist will serve as a key point of contact between new hires, recruiters, hiring managers, and business units , ensuring a seamless transition from the pre-hire stage through Day 1.

Key Responsibilities

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

- Respond to candidate queries and provide timely guidance throughout the pre-hire and onboarding journey.

- Coordinate end-to-end pre-hire and onboarding activities , including pre-boarding, first-day logistics, and orientation.

- Manage candidates throughout the pre-hire stage and ensure all required onboarding activities are completed on time.

- Select the appropriate background check package based on job code, location, and business requirements.

- Order appropriate drug tests based on job code, location, and applicable requirements.

- Review background check and drug test results and provide clearance based on established guidelines.

- Schedule the candidate's start date and select the appropriate onboarding event in My Learning .

- Update candidate profiles in Workday and move candidates to the appropriate Ready for Hire status.

- Send Day 1 communication to candidates, hiring managers, and recruiters with reporting instructions, badging details, I-9 requirements, orientation information, and other relevant instructions.

- Coordinate closely with Talent Acquisition Advisors/Recruiters, Hiring Managers,



and business units to ensure a smooth onboarding experience.

- Maintain accurate onboarding records in HR systems.

- Update onboarding checklists, trackers, reports, and other required documentation.

- Support global and regional onboarding programs and initiatives as required.

- Ensure onboarding activities are completed accurately, within defined timelines, and in accordance with applicable processes and compliance requirements.

Qualifications

Education

- Bachelor's degree in Human Resources, Business Administration, or a related field is preferred.

Experience

- 3–6 years of experience in candidate onboarding or HR operations.

- Experience in US onboarding is preferred .

- International onboarding experience is mandatory.

- Experience working with HRIS systems such as Workday, SAP SuccessFactors, or BambooHR is an advantage.

- Experience in a shared services or Global Business Services (GBS) environment is preferred.

Required Skills

- Strong interpersonal and communication skills.

- Excellent attention to detail and organizational skills.

- Ability to multitask and manage competing priorities in a fast-paced environment.

- Strong customer service orientation with a positive and professional approach.

- Proficiency in MS Office , including Word, Excel, PowerPoint, and Outlook.

- Strong coordination and stakeholder management skills.

- Ability to work independently while collaborating effectively with recruiters, hiring managers, and business teams.

Preferred Qualifications

- Experience with global / US employee onboarding .

- Familiarity with onboarding automation tools and platforms.

- Understanding of US employment laws and compliance requirements .

- Experience working in shared services, managed services, or global business services environments.

- Hands-on experience with Workday or other HRIS platforms .

Candidate Eligibility

- Former TCS employees are not eligible to apply.

- PAN and DOB are required for employee profile creation.

- Candidates must be comfortable working the specified US night shift .

📌 Onboarding Specialist (Mumbai)
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📍 Mumbai