Job Title: Preboarding Specialist
Department: Talent Acquisition / Human Resources
Reports To: Spectra Management
Location: Santiago and Puerto Plata Dominican Republic (Hybrid)
Employment Type: Full-time
Position Summary:
The Preboarding Specialist is responsible for independently managing the candidate experience from the point of offer acceptance through to onboarding. This role ensures the completion of all pre-employment requirements and compliance documentation, while maintaining consistent communication with candidates, recruiters, and internal HR teams. The ideal candidate brings strong attention to detail, excellent communication skills, and prior experience in recruiting or HR operations.
Key Responsibilities:
- Manage the preboarding process for new hires, ensuring completion of all pre-employment documentation and compliance tasks.
- Collaborate with Talent Acquisition recruiters, facility HR teams, and leadership to communicate candidate status updates throughout the preboarding process.
- Audit candidate data received from the recruitment team for accuracy, including position details, compensation, incentives, and employment history.
- Review and validate that candidates meet job requirements by checking licenses, certifications, education, and regulatory criteria prior to third-party verification.
- Conduct primary source verification (PSV) for licenses, certifications, and employment eligibility to mitigate organizational risk.
- Support candidates in scheduling employee health assessments and onboarding appointments; send timely reminders and follow up as needed.
- Provide clear, professional guidance and support to candidates, removing barriers and ensuring a smooth preboarding experience.
- Generate and deliver job-specific onboarding documents, including incentive agreements, offer letters, and state-specific forms.
- Ensure compliance with all federal, state, and local regulations, and uphold internal HR, quality assurance, and accreditation standards.
- Complete new hire actions in the Applicant Tracking System (ATS) once all contingencies have been satisfied.
- Upload and maintain accurate employee documentation in the Document Management System.
- Input verified license and certification data into employee records, ensuring accurate expiration dates to support compliance and alerts.
- Collaborate cross-functionally with HR, hiring managers, and employees to ensure readiness for the candidate's first day.
- Address inquiries or escalations with professionalism, discretion, and respect.
- Serve as backup for Customer Service Representatives as needed.
- Continuously audit ATS records for accuracy and compliance.
- Protect the confidentiality of candidate and employee information at all times.
- Participate in ongoing process improvement initiatives in collaboration with the Talent Acquisition team.
Required Skills and Qualifications:
- Minimum of 1–2 years of experience in recruiting, talent acquisition, or HR operations.
- Strong understanding of preboarding, onboarding, and hiring lifecycle.
- Working knowledge of Applicant Tracking Systems (ATS), preferably Taleo.
- Familiarity with HR Information Systems (HRIS).
- Knowledge of federal, state, and local employment laws and regulatory standards.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Excellent verbal and written communication skills.
- Strong attention to detail and ability to manage multiple priorities in a fast-paced environment.
- Ability to handle sensitive information with integrity and confidentiality.
- Customer-first mindset with a collaborative approach to problem-solving.
Preferred Qualifications:
- Experience in a healthcare or regulated industry setting.
- Bilingual (English/Spanish or English/French) is a plus.
- Prior experience managing compliance documentation and onboarding logistics.
Spectra Management is an equal opportunity employer. We are committed to diversity and inclusion in the workplace and encourage all qualified individuals to apply.