Onboarding Specialist (Virtual Assistant Services)

Company: Moder (gomoder.com)

Location: Philippines (Remote)

Schedule: US Business Hours (EST/PST)

Department: Virtual Assistant Services

Level: Low to Mid-Level

Reports To: Manager, Client Success & Onboarding

Position Overview

The Onboarding Specialist is responsible for managing the full pre-start lifecycle of Virtual Assistant placements, ensuring a seamless transition from candidate selection to successful Day 1 onboarding.

This role serves as the primary coordinator between clients, candidates, Recruiting, HR, and IT, owning the onboarding process and ensuring all requirements, documentation, and onboarding activities are completed accurately and on schedule.

The ideal candidate is highly organized, detail-oriented, proactive, and skilled at managing multiple onboarding projects simultaneously while delivering an exceptional experience for both clients and Virtual Assistants.

Key Responsibilities

Interview Coordination & Placement Support

Coordinate and schedule interviews between clients and qualified candidates.
Serve as the primary point of contact for interview logistics, scheduling, and communication.
Manage candidate progression throughout the client interview process.
Ensure a smooth and professional experience for both clients and candidates.
Track interview outcomes and facilitate timely feedback collection.

Client Onboarding & Discovery

Conduct onboarding sessions with newly signed clients.
Gather and document client requirements, including:
Role responsibilities
Required skills and experience
Preferred qualifications
Hiring expectations
Start date requirements
Complete onboarding checklists and maintain accurate client records.
Partner closely with Recruitment to ensure candidate submissions align with client expectations.

End-to-End Onboarding Management

Own the onboarding process from candidate selection through Day 1 readiness.
Coordinate start dates between clients and selected Virtual Assistants.
Manage onboarding timelines and critical milestones.
Ensure all onboarding requirements are completed accurately and on time.

Cross-Functional Coordination

Partner with Recruiting, HR, IT, and Operations throughout the onboarding process.
Coordinate:
Employment documentation
Payroll setup
Compliance requirements
Equipment deployment
System access and credentials
Client-specific onboarding requirements
Proactively identify and resolve onboarding risks or delays.

Day 1 Readiness & Handoff

Ensure both clients and Virtual Assistants are fully prepared for Day 1.
Confirm completion of onboarding activities and readiness checklists.
Facilitate the transition from onboarding to Account Management.
Maintain complete onboarding documentation and records.

Qualifications

Required

2-4 years of experience in onboarding, recruitment coordination, staffing, customer onboarding, project coordination, BPO operations, or similar roles.
Strong verbal and written English communication skills.
Exceptional organizational and multitasking abilities.
Strong attention to detail and process compliance.
Ability to manage multiple onboarding projects simultaneously.
Comfortable working US business hours.

Preferred

Experience supporting recruitment or staffing operations.
Exposure to HR, payroll, onboarding, or IT coordination processes.
Experience using ATS, CRM, project management, or onboarding platforms.
Experience working in remote, outsourcing, BPO, or staffing environments.

Success Metrics (KPIs)

Time-to-Onboard
Candidate-to-Start Conversion Rate
Day 1 Readiness Rate
Onboarding Accuracy & Completion Rate
Client Satisfaction
Candidate Satisfaction
SLA Adherence for Onboarding Milestones
Number of Successful Placements Launched

Ideal Candidate Profile

Highly organized and process-driven.
Strong project coordination skills.
Customer-focused with a sense of urgency.
Comfortable working in a fast-paced and evolving environment.
Proactive problem solver who anticipates issues before they impact onboarding timelines.
Able to effectively communicate with clients, candidates, and internal stakeholders across multiple functions.

Why Join Moder's Virtual Assistant Services Team

Join a rapidly growing business unit helping Insurance and Mortgage companies scale through world-class Virtual Assistant talent. This role provides the opportunity to build and improve onboarding processes, work directly with clients, and play a critical role in delivering exceptional onboarding experiences that drive long-term client success.

Client Onboarding Specialist