Front Office Coordinator

WorkSmart Group is looking for a Front Office Onboarding Coordinator to join our community! WorkSmart Group has ambitious goals, and we are looking for someone to join our community who wants to make an impact. Our community stands for positively impacting the world around us through intentional connections and unmatched service to the people we come into contact with. If that sounds like you, we invite you to apply.

Job Summary: As a Front Office Onboarding Coordinator, you will be the face of the office and more importantly, its first impression.  You will be responsible for ensuring the applicant/candidate flow runs smoothly and efficiently on a day to day basis. You will also ensure that the onboarding process is compliant with applicable laws and company policies. Bilingual in English/Spanish is preferred. 

Essential Duties & Responsibilities:

·        Greet applicants, candidates, and customers with a friendly smile when they enter the office and a pleasant goodbye when they leave

·        Answer phones with a great attitude and a willingness to help whoever is on the other side of the line

·        Distribute phone calls to the appropriate person and/or take messages when necessary

·        Make accurate and timely notes into the company ATS as well as inputting proper follow-up actions

·        Maintain an accurate office sign in sheet for individuals coming into the office

·        Initiate, document, and scan applicant pre-hire forms

·        Schedule appointments for applicants/candidates to come into the office

·        Prescreening of candidates to ensure the validity of the applicant information

·        Work with fellow staff members to ensure accurate and timely data entry of applicant information

·        Assist fellow staff member with post hire process when needed

·        Make follow-up calls to applicants/candidates that missed their appointments

·        Maintain office supplies and coordinate with Operations on ordering

·        Ensure all required daily scanning is done, including correct naming and location of files

·        Process daily mail and distribute mail accordingly

·        Inspect and scan applicant identification for I9 purposes

·        Collect and scan applicant direct deposit information

·        Assist applicants with onboarding as needed/requested both in-person and on the phone

·        Complete section 2 on I9 forms and run E-Verify

·        Conduct drug screens and document per company policy

·        Conduct E-Verify audits as needed/directed

·        Maintain a neat, clean, and orderly front office environment

·        Other duties as assigned by management

Requirements:

·        Outstanding personality both over the phone and in person to provide top notch customer service

·        Great communication skills

·        Exceptional organizational skills

·        Proficient with Microsoft Office

·        Interpersonal skills and the ability to work well with others

·        Ability to work in a fast-paced environment

·        Ability to assist multiple people at the same time in various parts of the onboarding process

Nice to Haves, but Not Required:

·        Bilingual in English and Spanish

·        Previous experience in a staffing firm

·        Experience with Bullhorn

·        Familiarity with Labor Laws

Character Traits for Success:

·        Dependability – We’ve got to be able to count on you to make ‘IT’ happen

·        Determination to make ‘IT’ happen

·        Self-Motivation – Drive to be the best at whatever you are doing

·        Flexibility – The needs of the organization change regularly

·        Out of the box thinker

·        The ability to use common sense and critical thinking skills

·        Ability to ‘Keep it cool’ – as with any job, things get crazy & stressful

Physical Demands & Work Environment:

This job will operate in a professional office environment and will routinely use standard office equipment. Sitting, standing, walking, talking, hearing, handling, feeling, and reaching are frequently required of this job.

Things to Consider:

“Success is measured by the amount of effort we put forth, in conquering our objectives.” Robert M. Hensel

*The job duties listed above reflect the essential functions of this job and do not include all that may be asked or required of you.

* WorkSmart is an Equal Employment Opportunity Employer. We prohibit discrimination and harassment with regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.