Onboarding Specialist, Human Resources

Primary Purpose
The HR Onboarding Specialist is responsible for managing and executing the end-to-end onboarding experience for new employees, ensuring a seamless transition into the organization. Serving as the primary point of contact for candidates, hiring managers, and HR stakeholders, the incumbent provides operational excellence and process consistency across onboarding and related HR activities. The role integrates both onboarding coordination and HR support functions to deliver positive and engaging employee experience, improve efficiency, and ensure compliance with company policies and employment laws.

Key Accountabilities
Onboarding Program Facilitation

• Facilitate the onboarding process from pre-hire until first day, ensuring all tasks and requirements are completed accurately and on time.
• Ensure completion of new hire paperwork, work permit verification, tax form collection (federal/provincial), benefits enrollment, and compliance documentation.
• Develop and maintain standardized onboarding program material that align with organizational values, culture, and business objectives.
• Ensure timely setup of IT access, and hardware/software by collaborating with IT and other stakeholders.
• Track employee referrals and verify that new hires meet the 90-day service requirement for eligibility.
• Assist with compliance training completion and collection of required documentation.
• Coordinate orientation sessions and facilitate introductions to company culture, policies, and resources.
• Ensure compliance with all processes, maintaining a high-level of confidentiality at all times.

Employee Experience & Engagement

• Act as the primary point of contact for new hires, addressing questions and providing resources to ensure a positive and professional onboarding journey.
• Communicate employee perks and purchase plans and assist with enrollment.
• Prepare and distribute onboarding kits, welcome gifts, and communication regarding agendas, equipment, access, dress code, parking, employee perks, and benefits.

HR Support & Administration

• Monitor contract expiration dates and prepare contract extension letters as required.
• Draft and distribute retirement and service recognition letters.
• Maintain hourly employee information through HR systems (e.g., Kronos, SharePoint).
• Assist with HR audits and ensure onboarding files are accurate, up to date, and compliant with internal policies and external regulations.

Continuous Improvement

• Evaluate onboarding effectiveness using employee feedback and HR metrics; recommend improvements to enhance scalability and consistency.
• Research best practices to propose innovative solutions for onboarding and engagement.
• Acting as a subject matter expert and making recommendations on how to improve process efficiency and improvements.
• Support process documentation by developing and maintaining standard operating procedures (SOPs) related to onboarding.
• Partner with HR leadership to align onboarding with broader HR strategies and workforce planning. Identifying innovative and creative new ways to onboard new employees/reach a more scalable and measurable onboarding experience.
• Leverage onboarding software and checklists to track status and ensure completeness of pre-hire and Day 1 tasks
• Other tasks/duties as assigned.

Required Qualifications
Education

• Bachelor's degree in human resources, business administration, or a related field

Experience

• Minimum 3 years of HR experience, preferably in a supporting role and within a unionized environment
• Experience managing HR documentation, HRIS/ATS systems, and supporting compliance.
• Experience facilitating orientation or employee engagement sessions preferred.

Knowledge/Skills/Abilities

• Strong knowledge of onboarding best practices, HR policies, and employment law compliance.
• Excellent written and verbal communication skills, with ability to design professionalized materials and deliver presentations.
• Strong organizational skills and attention to detail, with ability to manage multiple priorities and deadlines.
• Ability to build rapport and collaborate effectively with employees, managers, and HR stakeholders.
• Problem-solving and continuous improvement mindset, with ability to work independently.
• Proficiency in Microsoft Office Suite, HRIS, applicant tracking systems (e.g., UKG), and collaboration platforms.

Nature and Scope

• Impact: Deliver a positive onboarding experience that directly supports employee engagement, retention, and productivity.
• Contacts: Frequent interaction with new hires, hiring managers, HR stakeholders, external vendors, and IT partners.
• Leadership / Level of Responsibility: Ability to work independently without supervision and consult with Manager as needed. No direct reports.
• Freedom to Act / Decision-Making Authority: Limited; responsible for compliance and process adherence; consults with Manager as required.
• Physical and Sensory Demands: Attention to detail, active listening, and strong communication.
• Working Environment: Deadline-driven, compliance-focused environment; Office-based, with the option to work remotely on a hybrid basis where business needs allow, frequently operate standard office equipment, such as phones and computers.

Atlantic Packaging is dedicated to fostering an inclusive environment where all colleagues and customers feel valued and supported. We are committed to developing our team to reflect the diversity of our communities in which we live and work and seek applicants with a wide range of abilities. Accommodations for persons with disabilities required during the recruitment process are available upon request.