Onboarding Specialist

Role Overview

The Onboarding Specialist will own and execute the onboarding process for new hires and consultants, ensuring compliance with client-specific and regulatory requirements. This role requires strong HR knowledge, experience with background screening, employment documentation, and financial industry onboarding protocols. The ideal candidate will act as the primary point of contact for new hires while working closely with HR, Finance, IT, and Client Services to ensure seamless onboarding experience. This is a permanent full-time position.

Key Responsibilities

Onboarding & Compliance Management

• Lead end-to-end onboarding for new hires and consultants, ensuring all documentation is accurate and completed within required timelines.
• Ensure compliance with client-specific onboarding requirements, including background checks, fingerprinting, and employment verifications.
• Manage the onboarding lifecycle within HR systems (ADP, Workday, Bullhorn, or similar).
• Verify work authorization, employment eligibility, and ensure I-9 compliance.
• Audit and track Certificates of Insurance (COIs) for subcontractors, ensuring compliance with client policies.
• Financial Services-Specific Onboarding
• Facilitate regulatory onboarding requirements for financial services clients, ensuring adherence to industry-specific compliance policies.
• Oversee system access setup for new consultants working with banks and financial institutions.
• Coordinate with IT and security teams to ensure consultants meet technology and compliance protocols before project start dates.

Client & Internal Stakeholder Communication

• Serve as the main point of contact for consultants during onboarding, providing guidance and resolving any issues related to pre-employment requirements.
• Work closely with Account Directors and Finance to ensure accurate bill rate and pay rate alignment.
• Communicate onboarding status updates to internal teams and clients as needed.
• Prepare and present onboarding reports during daily team meetings.

Qualifications & Experience

• Education & Industry Experience
• Bachelor’s degree or higher in Business Administration, Human Resources, or a related field.
• Minimum of 5 years of experience in onboarding, HR operations, or compliance.
• At least 3 years of experience managing onboarding within financial services (e.g., banking, wealth management, or consulting).
• Experience in handling background checks, employment verifications, and financial compliance onboarding is required.

Technical & System Proficiency

• At least 2 years of hands-on experience with HRIS and ATS platforms (ADP, Workday, Bullhorn, or similar).
• Strong proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Ability to troubleshoot basic IT onboarding issues, such as system access and security protocols.

Key Skills & Competencies:

• Strong knowledge of employment regulations and financial industry onboarding requirements.
• Excellent written and verbal communication skills for working with clients, consultants, and internal stakeholders.
• Exceptional organizational and time-management skills, with the ability to prioritize multiple tasks.
• Attention to detail – ability to handle complex documentation with accuracy.
• Problem-solving mindset – ability to anticipate and proactively address onboarding issues.

Location of work: Toronto

Hybrid: Monday-Thursday at the Toronto office. Work from home on Friday.

Language of work: English

Job Type: Full-time

Benefits:

• Company events
• Dental care
• Extended health care
• Flexible schedule
• Paid time off
• Wellness program

Application question(s):

• Do you have at least 3 years of experience managing onboarding within financial services sector (e.g., banking, wealth management, or consulting)?
• Are you located in Toronto?

Education:

• Bachelor's Degree (required)

Work Location: In person