Onboarding & Placement Care Coordinator

Job Description

Job Description

Job Title: Onboarding & Placement Care Coordinator (Staffing Operations)

Schedule: Full-time

Compensation: $45-55k

Location: Remote (Phoenix, AZ preferred)

Overview

Phoenix Staff is seeking a Onboarding and Placement Care Coordinator to support the experience of consultants from offer acceptance through onboarding and throughout their time on assignment (and beyond). This role helps ensure a smooth transition from placement to start date, maintains visibility into compliance progress, and supports ongoing consultant communication and care. At Phoenix Staff, we believe placements don’t end when an offer is accepted. We’re known for treating our consultants with care, responsiveness, and professionalism throughout their assignments, and we’re looking for someone who takes pride in delivering a high-touch, white-glove onboarding experience from day one.

This position plays an important role in strengthening the placement lifecycle experience for both consultants and the internal team. We are looking for someone who is highly organized, proactive, and enjoys jumping in to improve processes as they go. The right person will have a strong bias toward action and follow-through and will take ownership of keeping placements moving forward and the team informed.

This position will also serve an administrative function, owning event planning for teambuilding and philanthropy events, document management, and other administrative tasks as needed.

This role is ideal for someone who is excited about building something new and is comfortable trying new things. We have ideas for how we’d like to strengthen our onboarding and placement care experience, and we’re looking for someone who can help shape what white-glove service looks like at Phoenix Staff and bring that vision to life. This person will have guidance along with meaningful autonomy to establish and continuously improve a strong onboarding and placement care process within our company.

Key Responsibilities

• Serve as a primary point of contact for placed consultants during onboarding and early assignment stages via phone and email
• Maintain regular touchpoints with consultants to ensure they feel supported throughout their assignment lifecycle
• Provide proactive updates to recruiters and leadership regarding onboarding progress, placement readiness, and consultant needs
• Own the onboarding workflow from offer acceptance through start date
• Track required onboarding documentation and follow up to keep placements moving forward on schedule
• Monitor compliance requirements and maintain visibility into outstanding onboarding items. Proactively address and resolve any delays in the process.
• Coordinate background checks and schedule virtual I-9 verification appointments
• Assist consultants with benefits enrollment and explain benefit options and timelines clearly
• Monitor and send reference check requests and follow up as needed
• Enter new placements into ADP and ensure placement information is accurate and payroll-ready
• Set up consultants in SpringAhead for time entry and assignment tracking
• Maintain accurate placement and consultant records within Loxo and internal tracking systems
• Maintain and update onboarding, and time entry tracking spreadsheets in Excel
• Support payroll readiness by ensuring required documentation and timelines are completed prior to start dates
• Assist with managing and maintaining current client documentation including Master Service Agreements (MSAs).
• Monitor for upcoming contract end dates and proactively notify internal team when updates are needed.
• Guide placements through offboarding process and conduct offboarding interview for placement experience feedback. Help establish a process offboarding consultants that is in line with our brand, and prompt recruiting team with available replacement consultant resumes.
• Monitor Phoenix Staff’s LinkedIn inbox and route candidate inquiries and referrals to the appropriate team members
• Create and manage open job requisitions within our ATS, ensuring jobs are accurately tagged and correctly closed.
• Put candidate submittal resumes into standard company formatting. Help us evaluate tools to streamline this process.
• Identify gaps or friction points in the onboarding process and help create documentation, guides, and resources for candidates and recruiters
• Support continuous improvement of onboarding workflows and placement tracking processes
• Coordinate consultant milestone outreach such as placement anniversaries and assignment check-ins
• Assist with internal and external placement-related email communications, such as upcoming end dates.
• Coordinate consultant care initiatives, team celebrations, and team events, such us our yearly teambuilding trip to Arizona
• Assist with set-up and coordination of in-person events around the Phoenix Area, such as leadership breakfast, annual Diamondbacks game, and water drive.
• Place and manage orders for food deliveries or other prizes for internal and client/consultant prizes.
• Maintain inventory of company swag and place orders for company materials.
• Assist with data entry and miscellaneous administrative tasks as needed
• Manage our VMS account notifications and submittals.
• See gaps in our HR policies and help create documentation for team policies. Monitor for HR and compliance policy changes and ensure we are compliant.
• Provide administrative and coordination support to leadership as needed, including assisting with inbox monitoring, scheduling support, follow-ups, and other operational tasks that help keep priorities moving forward

Requirements

• Demonstrated experience coordinating high-volume new hire onboarding processes, ideally supporting multiple placements simultaneously in a staffing, HR, or consulting environment
• Experienced and comfortable speaking to candidates on the phone.
• Hands-on experience completing Form I-9 verifications and facilitating virtual or in-person I-9 appointments in compliance with federal requirements
• Experience using E-Verify to confirm employment eligibility
• Experience initiating and monitoring background checks and supporting candidates through required compliance steps prior to start date
• Strong familiarity with onboarding documentation workflows including offer paperwork, employment forms, compliance tracking, and pre-start readiness coordination
• Ability to proactively track missing documentation and follow up with candidates to ensure deadlines are met prior to placement start dates
• Experience supporting contractor onboarding or staffing agency placements strongly preferred
• Experience assisting with payroll setup, time entry systems, or coordinating with payroll teams is a plus
• Strong Excel skills and comfort working across multiple systems simultaneously (ATS/CRM, onboarding platforms, payroll tools, and shared documentation environments)
• Comfortable supporting leadership with occasional administrative coordination needs and able to adapt quickly in a fast-moving environment where priorities may shift

Why Phoenix Staff

Phoenix Staff is a relationship-driven IT staffing firm that has been helping consultants and clients succeed since 2002. Our team is collaborative, supportive, and committed to delivering a high-touch experience throughout the placement lifecycle.

We value curiosity, professionalism, follow-through, and initiative. This role is an opportunity to take meaningful ownership of the consultant onboarding and placement experience while helping strengthen the processes that support our growing team.

You’ll work closely with recruiters and leadership, contribute to improvements across our placement lifecycle, and play an important role in ensuring our consultants feel supported from offer through assignment and beyond.

We offer full benefits, health, dental, vision, 401k, unlimited PTO and flexible remote work set-up.