Onboarding Specialist

Job Summary:The Onboarding Specialist is responsible for managing and coordinating the end-to-end onboarding process for new employees joining the company. The role ensures that new hires complete all required documentation, employment formalities, company inductions, site requirements, and system registrations efficiently and in compliance with Saudi labor regulations and company policies.The position will work closely with HR, Recruitment, Administration, Project Management, Site Management, Finance, IT, and other departments to ensure employees are fully prepared to start their roles, particularly employees assigned to construction projects and remote sites.Key Responsibilities:1. New Employee OnboardingCoordinate the complete onboarding process from offer acceptance through the employee's first working day.Prepare and verify new hire documentation, including employment contracts, identification documents, certificates, and other required records.Ensure all onboarding requirements are completed accurately and on time.Conduct or coordinate employee orientation and company induction programs.Explain company policies, procedures, benefits, working hours, attendance requirements, and employee responsibilities.2. Saudi HR & Government FormalitiesCoordinate employee documentation and HR processes in accordance with applicable Saudi labor and employment requirements.Support HR/Admin teams with processes related to Qiwa, Muqeem, GOSI, Mudad, and other relevant government or HR platforms, as applicable to the company.Coordinate medical examinations, insurance enrollment, work permits, Iqama-related processes, and other employment formalities for expatriate employees.Maintain accurate records of employee status and required documentation.Follow up on pending government, HR, and administrative requirements.3. Construction & Project MobilizationCoordinate onboarding and mobilization of employees assigned to construction projects and job sites.Work with Project Managers, Site Managers, and Administration teams to ensure employees are ready for deployment.Coordinate site access requirements, project inductions, accommodation, transportation, PPE, and other mobilization requirements where applicable.Ensure employees receive required safety and HSE orientations before entering project sites.Track employee mobilization schedules and resolve onboarding delays.4. Documentation & HR RecordsMaintain complete and confidential employee personnel files.Ensure all onboarding documents are properly recorded in HR systems and employee databases.Monitor expiry dates for relevant documents, licenses, certificates, medical records, and work-related credentials.Prepare onboarding reports and employee status trackers for management.Ensure HR records are accurate and up to date.5. Coordination & CommunicationServe as a key point of contact for new employees during the onboarding process.Coordinate with Recruitment to receive complete and accurate candidate information.Liaise with HR, Payroll, Finance, IT, Administration, Procurement, HSE, and project teams.Respond to new employee questions regarding joining procedures and company requirements.Escalate onboarding issues and delays to the appropriate manager.6. Employee ExperienceEnsure new employees have a smooth and professional joining experience.Provide new hires with information regarding company policies, organizational structure, facilities, and available employee services.Follow up with employees after joining to identify and resolve onboarding issues.Support employee engagement and integration during the initial employment period.Qualifications:Bachelor's degree in Human Resources, Business Administration, Management, or a related.HR certifications such as CIPD, SHRM, or equivalent are an advantage.Previous experience in HR onboarding, HR operations, personnel administration, or employee mobilization.Experience in the construction, engineering, contracting, or project-based industry is preferred.Knowledge of Saudi HR and employment practices is highly desirable.Experience:Typically 2–5 years of experience in HR onboarding or HR operations.Experience in Visas Management, Visas Processing and Local Sponsorships Transfers.Experience handling onboarding for large workforces or construction/site-based employees.Experience with Saudi government and HR platforms is an advantage.Experience coordinating expatriate employee documentation and mobilization is highly desirable.Required Skills:Strong knowledge of employee Pre-boarding, onboarding and HR administration.Good understanding of Saudi employment and HR processes.Excellent coordination and follow-up skills.Strong communication and interpersonal skills.Good organizational and time-management abilities.High attention to detail and confidentiality.Ability to manage multiple employees and onboarding cases simultaneously.Proficiency in Microsoft Office, particularly Excel and Word.Experience with HRIS/ERP systems is an advantage.Ability to work effectively with multicultural and multinational teams.Good command of English; Arabic is an advantage.Key Performance Indicators (KPIs):Onboarding completion within agreed timelines.Accuracy and completeness of employee documentation.Timely completion of government and HR formalities.Employee mobilization readiness.New employee onboarding satisfaction.Reduction of onboarding delays and documentation errors.Compliance with company HR policies and applicable Saudi regulations.Working Environment:The role may require coordination between the Head Office, construction project sites, accommodation facilities, and other company locations. The successful candidate should be comfortable working in a fast-paced construction environment and managing multiple onboarding requirements simultaneously.