Onboarding Administrative Specialist

The Onboarding Administrative Specialist oversees employee onboarding and offboarding and provides ongoing administrative and systems support. This role ensures smooth, secure employee transitions while serving as a key member of the Administrative team, supporting daily operational needs. Job Duties and Responsibilities (Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations. Employee Onboarding (15-25%) Confirm shipping location, start time, and required equipment with hiring managers. Review Employee Notice information and follow up with managers regarding missing or incomplete details. Order required equipment through SSC and Amazon based on role requirements. Coordinate with SSC to schedule onboarding calls for IT and systems setup. Provide SSC with FedEx shipping labels and onboarding details. Request phone numbers for applicable systems and eFax numbers. Ensure system email invitations are sent and confirmed. Create user accounts for applicable e-signature and workflow platforms. Handle Producer onboarding by sending welcome email after background check clearance, introduce onboarding contact and role responsibilities, collect shipping address for equipment delivery, and share onboarding call details/provide guidance on SSC connectivity. System Setup & Configuration (10-25%) Create user accounts to enter required fields in system. Assign servicing roles, sales teams, sales goals, and commission agreements. Configure logins, dashboard personas, security groups, structure access, activity workgroups, and field defaults. Assign commission processor to new employees. Add users to appropriate dashboards, teams, and report groups. Run required reports. First-Day Support (10-20%) Introduce the new employee to SSC and explain SSC's role. Review ISO policies and administrative support contacts. Assist appropriate system setup, logins, and Outlook configuration. Create and configure email signatures (excluding producers). Review equipment setup and assist with printer PINs if applicable. Post-Onboarding & Ongoing Support (5-15%) Manage the Administration Inbox and serve as the primary contact for HSI-supported technical questions. Provide password resets, basic troubleshooting, phone support, and guidance on submitting SSC support tickets. Act as a liaison between employees, SSC, and internal teams for administrative and technical matters. Employee Offboarding (10-20%) Coordinate employee terminations with SSC, including issuing shipping labels for equipment return. Complete onboarding tasks within company software such as entering termination dates, inactivating logins and user access, removing sales teams, security groups, dashboards, and report jobs. Confirm with Licensing that all appointments have been properly terminated. General Administrative Support (5-15%) Processing mail, filing, copying, scanning, and maintaining office supplies. Auditing, completing, and submitting new business packages. Managing policy documentation and records. Answering phones, greeting visitors, and routing inquiries. Managing calendars, scheduling meetings, and coordinating travel. Updating internal systems, maintaining data accuracy, and preparing reports as needed. Performance Expectations Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management. Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism. Establish and maintain positive and productive work relationships with all staff, customers and business partners. Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development. Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications Education:

High school diploma or equivalent work experience.

Experience:

Experience with employee onboarding, insurance operations, or systems administration preferred. Experience in insurance or real estate industry preferred.

Knowledge and Skills:

Strong administrative and organizational skills with high attention to detail. Comfort working in multiple systems and managing technical workflows. Ability to coordinate across departments and communicate clearly with managers, new hires, and vendors. Self-starter who can manage competing priorities in a fast-paced environment. Proficiency in Microsoft Outlook, Teams, and document management tools.

Wage:

$22.12 - $29.81 hourly; actual wage is based upon education and experience.

Benefits:

Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP) Equal Opportunity Employer