HR Onboarding Specialist – US STAFFING Full Time

Job Title: HR Account Specialist – US STAFFING

Location: Remote

Salary: b/w INR 60,000 – INR 80,000 (depending on experience)

Position Summary

Under the direct supervision of the Amerit Human Resource Accounts Manager, the HR Account Specialist serves as the primary point of contact for all assigned client and temporary worker inquiries. This role contributes to the growth and profitability of assigned accounts through strong client and temporary worker relationships and by ensuring fulfillment of client staffing services agreements.

Key Responsibilities

Onboarding

• Coordinate all new hire onboarding activities, including completion of required paperwork, background screenings, and creation of employee records in the company HR management system (independently or with HR Operations support).
• Conduct pre-onboarding activities, including consultation with hiring managers/clients, gathering job descriptions and pay information, and extending offers to candidates.
• With HR approval, consult clients on proper overtime classification (Non-exempt, IT Exemption, or Professional Exemption).
• Review job descriptions and accurately assign Workers’ Compensation codes with HR approval.
• Conduct new employee orientations by phone, covering payroll, benefits, and policies/procedures.
• Generate, collect, and review new hire and rehire paperwork; create and maintain employee files in company and client systems with a goal of 100% data accuracy.
• Ensure all new hire and rehire documentation is uploaded to company systems by the employee start date.
• Submit online background check and drug screening requests as required by client contracts.
• Ensure employees receive benefit information and respond to benefit enrollment inquiries.
• Coordinate start dates and arrival instructions with clients, recruiters, and employees once paperwork and screenings are complete.
• Complete onboarding checklists.

Employee Relations

• Serve as the single point of contact for all temporary employees, resolving requests and issues in a timely manner.
• Provide responsive, high-level HR support for employees within assigned client accounts.
• Coach and counsel employees on performance, attendance, and policy-related matters.
• Communicate and process assignment terminations and assignment completions with employees and clients.
• Conduct coaching, counseling, investigations, and terminations professionally and empathetically as required.
• Advocate for employees impacted by unexpected circumstances (e.g., layoffs, travel delays, medical emergencies).
• Advise employees on reimbursements, pay increases, and assignment extensions.
• Respond to employee inquiries in accordance with established service level agreements (SLAs).
• Conduct monthly quality check-ins (calls and/or emails) with temporary employees to assess assignment satisfaction.
• Maintain high levels of customer service to exceed employee expectations.

Timekeeping and Payroll

• Ensure accurate payroll processing and expense reimbursement.
• Train employees on timekeeping systems, including initial setup and resending login credentials as needed.
• Process weekly timekeeping reports and send reminders to ensure timely submission and manager approval of timecards.
• Ensure timecards comply with applicable state employment laws, including meal and rest break requirements.
• Collect expense receipts from employees and coordinate with payroll to ensure timely and accurate reimbursement.

Client and/or Vendor Relations

• Manage assigned accounts to ensure continuous satisfaction of client service requirements and expectations.
• Fulfill client reporting and audit requirements.
• Respond to special requests and prepare special reports/projects within a 2–4-hour turnaround time.
• Build productive, consultative relationships with clients, including in-person visits to top clients multiple times per year.
• Identify new client needs and recommend appropriate solutions.
• Educate clients and vendors on applicable HR laws and regulations.
• Recommend best practices and process improvements.
• Build and maintain strong relationships with key client and vendor contacts.

Reporting and General Administration

• Ensure completion and accuracy of all internal and client administrative requirements.
• Communicate regularly with the supervisor regarding issues requiring escalation.
• Provide cross-training to other HR Account Specialists across divisions.
• Maintain and update client requirements in the HRIS system.
• Maintain and update Account Desk Guides as needed.
• Participate in team and company-wide meetings.
• Complete employee verification requests as needed.

Audit and Compliance

• Ensure data accuracy across all internal and client systems.
• Partner with the Amerit HR Compliance team to address audit findings promptly.
• Review and respond to weekly compliance audits to keep employee records current.
• Maintain accuracy for internal reporting and auditing requirements, including DMV reports, payroll adjustments, state Workers’ Compensation code verifications, reconciliations, and meal break audits.
• Maintain accurate assignment end dates and ensure timely processing of extensions.

Qualifications, Skills, and Knowledge Requirements

• Prior experience in the U.S. staffing industry.
• Working knowledge of human resources procedures.
• PHR certification or a Human Resources degree/certificate preferred.
• Proven ability to build relationships with stakeholders and deliver high levels of customer service.
• Strong desire to help and support employees.
• High attention to detail with the ability to prioritize and meet deadlines.
• Strong analytical skills to gather and summarize data, resolve administrative issues, and prioritize workload.
• Excellent communication and interpersonal skills with demonstrated tact, poise, and diplomacy when handling sensitive and confidential matters.
• Intermediate to advanced proficiency in Microsoft Excel, Word, and Outlook; familiarity with online tools required.
• Ability to multitask and manage competing priorities effectively.