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.
