Job Title: Onboarding Specialist (Pre-Hire Process Specialist)

Location: Olympus, Mumbai
Shift: Night Shift – 6:00 PM to 4:00 AM / 7:00 PM to 5:00 AM IST
Job ID: 437377
Band: BPO 2/3
Experience: 3–6 Years
Employment Type: Full-time

Job Summary

The Onboarding Specialist (Pre-Hire Process Specialist) is responsible for ensuring a smooth, accurate, and engaging onboarding experience for new hires. The role manages the end-to-end pre-hire and onboarding process, including background checks, drug testing coordination, start-date scheduling, orientation, candidate communication, and HRIS updates.

The specialist will serve as a key point of contact between new hires, recruiters, hiring managers, and business units, ensuring a seamless transition from the pre-hire stage through Day 1.

Key Responsibilities

• Act as the primary point of contact for new hires during the onboarding process.

• Respond to candidate queries and provide timely guidance throughout the pre-hire and onboarding journey.

• Coordinate end-to-end pre-hire and onboarding activities, including pre-boarding, first-day logistics, and orientation.

• Manage candidates throughout the pre-hire stage and ensure all required onboarding activities are completed on time.

• Select the appropriate background check package based on job code, location, and business requirements.

• Order appropriate drug tests based on job code, location, and applicable requirements.

• Review background check and drug test results and provide clearance based on established guidelines.

• Schedule the candidate's start date and select the appropriate onboarding event in My Learning.

• Update candidate profiles in Workday and move candidates to the appropriate Ready for Hire status.

• Send Day 1 communication to candidates, hiring managers, and recruiters with reporting instructions, badging details, I-9 requirements, orientation information, and other relevant instructions.

• Coordinate closely with Talent Acquisition Advisors/Recruiters, Hiring Managers, and business units to ensure a smooth onboarding experience.

• Maintain accurate onboarding records in HR systems.

• Update onboarding checklists, trackers, reports, and other required documentation.

• Support global and regional onboarding programs and initiatives as required.

• Ensure onboarding activities are completed accurately, within defined timelines, and in accordance with applicable processes and compliance requirements.

Qualifications

Education

• Bachelor's degree in Human Resources, Business Administration, or a related field is preferred.

Experience

• 3–6 years of experience in candidate onboarding or HR operations.

• Experience in US onboarding is preferred.

• International onboarding experience is mandatory.

• Experience working with HRIS systems such as Workday, SAP SuccessFactors, or BambooHR is an advantage.

• Experience in a shared services or Global Business Services (GBS) environment is preferred.

Required Skills

• Strong interpersonal and communication skills.

• Excellent attention to detail and organizational skills.

• Ability to multitask and manage competing priorities in a fast-paced environment.

• Strong customer service orientation with a positive and professional approach.

• Proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook.

• Strong coordination and stakeholder management skills.

• Ability to work independently while collaborating effectively with recruiters, hiring managers, and business teams.

Preferred Qualifications

• Experience with global / US employee onboarding.

• Familiarity with onboarding automation tools and platforms.

• Understanding of US employment laws and compliance requirements.

• Experience working in shared services, managed services, or global business services environments.

• Hands-on experience with Workday or other HRIS platforms.

Candidate Eligibility

• Former TCS employees are not eligible to apply.

• PAN and DOB are required for employee profile creation.

• Candidates must be comfortable working the specified US night shift.