Onboarding & HR Coordinator

Join Team FSSI and Become an Employee-Owner!

Who We Are:

FSSI has been a trusted leader in document outsourcing and communication solutions for over 45 years. We serve a wide range of Fortune 500 companies in the financial, banking, insurance and billing industries across the U.S.

We are currently looking for an Onboarding & HR Coordinator to join our Talent Acquisition/HR team in Santa Ana, CA. This position is responsible for all administrative aspects of the new hire lifecycle, from post-offer through post-orientation processing. This role ensures a seamless onboarding experience for new employees by coordinating pre-employment requirements, facilitating orientation, maintaining accurate employee records, and supporting overall HR administrative compliance.

Schedule: Monday – Friday, full-time hours between 8 am – 5 pm. This position works onsite.

Why This Role Stands Out:

This role is more than just HR administration; it’s about creating first impressions that last. From coordinating pre-employment steps and partnering with internal teams to ensure everything is ready for each new hire, to facilitating orientation, you’ll directly shape the employee experience from day one. You’ll play a key role in ensuring every new hire feels welcomed, prepared, and confident as they begin their journey with us.

Your Essential Duties:

Pre-Employment & Post-Offer Coordination

• Manage all post-offer documentation and onboarding paperwork.
• Coordinate pre-employment requirements including background screenings, clinic appointments, employment verifications (VOE), and reference checks.
• Monitor hiring steps to ensure timely completion prior to start date.
• Serve as point of contact for candidates throughout the onboarding process.
• Communicate updates to Talent Acquisition team and hiring managers

Onboarding Preparation

• Partner with IT to ensure timely system access, equipment setup, and email creation.
• Coordinate workspace setup and office readiness (if applicable).
• Prepare onboarding materials and orientation packets.
• Communicate start date logistics with hiring managers and new hires.

New Hire Orientation & Compliance

• Facilitate or support new hire orientation sessions.
• Complete and verify Form I-9 documentation in compliance with federal regulations.
• Ensure all onboarding documents are properly completed and stored.
• Educate employees on required policies and initial HR processes.

Post-Orientation Administration

• Create and maintain employee personnel files (electronic and physical).
• Update internal tracking spreadsheets and HR systems.
• Ensure accurate recordkeeping and data entry.
• Maintain organized and compliant documentation in accordance with company policies.

HR Administrative Support

• Maintain and organize personnel and confidential employee files, including all employee lifecycle documentation.
• Support general HR record maintenance and audits.
• Assist with administrative HR projects and process improvements as needed.

What You Bring:

• High school diploma or GED equivalent required. Bachelors degree in HR, business or related field preferred.
• 5+ years of administrative or HR support experience preferred.
• Knowledge of Form I-9 compliance and onboarding best practices preferred.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and HRIS systems.
• Strong written and oral communication skills in English. Bilingual, Spanish preferred.
• Problem solving skills and ability to juggle multiple priorities.
• Demonstrate consistent and strong attention to detail and organizational skills.
• Act with the highest level of honesty, trust, integrity, and confidentiality.

Why Join Us?

• Employee Ownership through our Employee Stock Ownership Plan (ESOP): When you join our team, you’re not just an employee—you become an employee-owner, sharing in the success of our company and shaping its future.
• Culture of CARE for our Employees: We go beyond traditional health and wellness programs, offering in person and virtual Care Partners whose only mission is the health and happiness of our employees and their families.
• Industry Leadership: FSSI is a technology-driven leader in document services, focused on providing best-in-class services and dedicated to utilizing industry-leading software and equipment.

Benefits include:

• 401(k) & Roth + Employee Stock Ownership Plan
• Medical, Dental, Vision & Life Insurance
• Vacation, sick leave and paid holidays – including your birthday!
• Employee Assistance & Care Programs
• Additional perks & employee award programs

Hiring Range: $27 - $33 (hourly rate)