Onboarding Specialist

Who We Are
Motive empowers the people who run physical operations with tools to make their work safer, more productive, and more profitable. For the first time ever, safety, operations and finance teams can manage their drivers, vehicles, equipment, and fleet related spend in a single system. Combined with industry leading AI, the Motive platform gives you complete visibility and control, and significantly reduces manual workloads by automating and simplifying tasks.

Motive serves more than 100,000 customers – from Fortune 500 enterprises to small businesses – across a wide range of industries, including transportation and logistics, construction, energy, field service, manufacturing, agriculture, food and beverage, retail, and the public sector.

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About The Role
The Onboarding Specialist is a pivotal role responsible for creating an exceptional and seamless new hire experience. You will be the champion of our onboarding process, from the moment an offer is accepted through the completion of the initial 90-day integration period.

This role requires a blend of detailed coordination, engaging facilitation, and a genuine desire to help new employees successfully transition into our company culture. You are the face of the company for our newest team members and will play a critical part in their long-term success and engagement.

What You'll Do
New Hire Orientation (NHO) Coordination & Facilitation:

• Serve as the primary point of contact for new hires, answering questions and providing necessary information prior to their start date.
• Schedule and coordinate all aspects of our weekly New Hire Orientation sessions.
• Prepare and maintain all orientation materials, including welcome kits, presentations, handbooks, and digital resources.
• Act as a co-facilitator to deliver up to 20%-40% of new hire orientation sessions covering company history, culture, values, and an overview of our benefits and key policies.
• Coordinate with presenters from other departments (IT, Security, Department Heads) to ensure a smooth and cohesive orientation agenda.

Onboarding Process Management

• Manage the end-to-end onboarding workflow, ensuring all logistical tasks are completed accurately and on time.
• Initiate and monitor pre-employment processes, including background checks and paperwork.
• Ensure accurate and timely completion of all new hire paperwork, including Form I-9 verification and E-Verify processing, maintaining strict compliance standards.
• Partner with hiring managers to ensure they are equipped with the tools and resources to provide a structured role-specific onboarding experience for their new hire.
• Administer our 30, 60, and 90-day check-in surveys, gathering feedback to continuously improve the onboarding journey.

Systems & Administrative Support

• Enter and maintain accurate new hire data in our Human Resources Information System (HRIS).
• Manage and update content on our internal onboarding portal and/or Learning Management System (LMS).
• Conduct regular audits of onboarding processes and new hire files to ensure data integrity and compliance.

Program Enhancement

• Act as a subject matter expert on onboarding best practices.
• Analyze feedback from new hires and stakeholders to identify areas for improvement within the orientation and onboarding programs.
• Propose and implement new initiatives to enhance the new hire experience and foster a sense of belonging.

What We're Looking For

• 1-2 years of experience in Human Resources, Learning & Development, Talent Management or administrative coordination roles.
• 1+ years directly focused on employee onboarding programs is highly desirable.
• Ability to present information clearly and confidently to groups.
• Exceptional organizational skills and an impeccable eye for detail.
• Outstanding communication skills, both written and verbal.
• A warm, welcoming, and professional demeanor.
• Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in Google Workspace.
• High degree of integrity and the ability to handle confidential information with discretion.

Bonus Points

• Associate's degree in Human Resources, Communications, Business Administration, or a related field.
• Experience with HRIS (e.g., Workday, BambooHR, ADP) and/or Learning Management Systems (Seismic Learning).
• Familiarity with Form I-9 and E-Verify compliance procedures.
• Experience facilitating training or delivering presentations in a professional setting.

Creating a diverse and inclusive workplace is one of Motive's core values. We are an equal opportunity employer and welcome people of different backgrounds, experiences, abilities and perspectives.
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