Onboarding Coordinator

2 weeks ago

Bethesda, Maryland, United States Admiral Security Full time
Job Title: Onboarding and Office Coordinator

Job Summary:

Admiral Security is seeking a highly organized and detail-oriented individual to support our team as an Onboarding and Office Coordinator. This role requires exceptional attention to detail, the ability to meet tight deadlines, and great organizational skills. The successful candidate will be responsible for managing new hire candidates through the hiring process, ensuring candidates are qualified or disqualified, and advancing initial steps in the hiring process. They will also schedule qualified candidates for licensing, process new hire candidates' paperwork, and track licenses and update employee license information in our information system.

Responsibilities:

  • Manage new hire candidates through the hiring process in an expedient manner based on company requirements.
  • Ensure candidates in the applicant tracking system are qualified or disqualified and initial steps in the hiring process are advanced in Icims on a daily basis.
  • Schedule qualified candidates for licensing and send reminders regarding documents required for licensing appointments.
  • Process new hire candidates' paperwork for licenses in DC, MD, and VA.
  • Process license renewals for DC, MD, and VA.
  • Ensure all License transfers for new contracts are performed in a timely manner in accordance with company procedures and applicable government regulations.
  • Track licenses and update employee license information in our information system (BOETA).
  • Ensure background checks are completed for new hire candidates on a daily basis prior to scheduling them for licensing and advance or reject candidates in Icims based on results.
  • Ensure drug screenings for new hire candidates are completed and advance or reject candidates in Icims based on results.
  • Run monthly reports on licenses and send renewal notices to employees and management. Direct the removal of employees who are not in compliance and report this up the chain of command.
  • Perform self-audits of licensing files to ensure we are in compliance with licensing regulations for all applicable jurisdictions. Any violations of licensing requirements must be reported to the Director of Employment and Employee Relations immediately along with corrective action(s) taken to resolve the issue.
  • Primary point of contact with licensing bureaus in all three jurisdictions.
  • Check expired licenses and coordinate with HR to remove employees from sites as needed.
  • Report any issues regarding the hiring process to the Director of Employment and Employee Relations.
  • Ensure the office area is well maintained and computers and printers are operational.
  • Ensure supplies for the office area are ordered in a timely manner and notify the copier company of inoperable equipment for the first floor.
  • Ensure COVID-19 guidelines are followed in the talent center and report any violations by staff to the Recruiting Manager and Vice President of Support Services if applicable.
  • Produce weekly licensing and onboarding activity reports.
  • Assist with front desk duties as needed.
  • Coordinate uniform orders and track orders.
  • Other duties as assigned.

Qualifications:

  • Internal candidates must have an exemplary performance and attendance record with no disciplines within a year of applying for this position.
  • Must be detail-oriented.
  • Exceptional customer service skills.
  • Exceptional written and verbal communication skills.
  • Must be able to multitask.
  • Must be proficient with Microsoft Office products.

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