Assistant Team lead - US onboarding

Organization: HonorVet Technologies

Job Title:Assistant Team Lead – US Onboarding

Location: Sector 66, Mohali, Punjab

Shift: US Night Shift (Cab Facility Provided)

Work Mode: Onsite

Experience: 4+ Years in US Onboarding (Recruitment background preferred)

Website: https://honorvettech.com/

Job Summary

The Assistant Team Lead – US Onboarding will support the Team Lead in managing candidate onboarding for U.S. clients, ensuring timely completion of documentation, background screening, credentialing, and client-specific compliance from offer acceptance through successful start.

The role will also support workload coordination, candidate/recruiter follow-ups, quality checks, tracking, team guidance, escalations, and adherence to client and internal processes.

1. US Candidate Onboarding & Coordination

• Manage candidate onboarding from signed offer through successful client start.
• Ensure timely completion of onboarding documents, screenings, credentials, and compliance requirements.
• Conduct regular candidate follow-ups and provide guidance on requirements and next steps.
• Coordinate with Recruitment, Compliance, HR, Operations, and other teams for smooth onboarding.
• Identify and escalate potential start-date delays, withdrawals, non-responsiveness, and other risks.

2. Documentation & Compliance

• Review documents for completeness, accuracy, validity, and client compliance.
• Track background checks, drug screenings, employment/education verification, licenses, certifications, health documents, and other requirements.
• Maintain complete and organized onboarding/personnel files.
• Identify and follow up on missing, incomplete, or expiring documentation.
• Ensure adherence to internal policies, client requirements, and Joint Commission (JCC) requirements, where applicable.

3. Team Support & Workload Coordination

• Assist the Team Lead with case allocation, workload monitoring, and turnaround times.
• Guide onboarding team members on processes and client requirements.
• Support training and transition of new team members to independent case handling.
• Resolve routine onboarding issues and escalate complex matters to the Team Lead/Manager.
• Provide operational coverage during absences and high-volume periods.

4. Recruitment & Internal Coordination

• Partner with Recruiters and Recruitment Team Leads to collect complete candidate information and documentation.
• Communicate onboarding status, pending requirements, delays, and candidate concerns.
• Ensure effective Recruitment-to-Onboarding handoffs and proactive follow-up on start-date requirements.

5. Tracking, Reporting & Data Accuracy

• Maintain accurate, real-time candidate status in onboarding trackers and systems.
• Keep client-specific checklists updated and monitor pending cases, start dates, compliance status, and aging cases.
• Identify tracker discrepancies or missing information.
• Prepare daily/weekly onboarding reports and support operational/performance reporting for management.

6. Quality Assurance & Audits

• Conduct routine quality checks and support scheduled/random onboarding audits.
• Identify and resolve documentation gaps, compliance issues, and recurring process errors.
• Track audit findings and corrective actions with the Team Lead.
• Maintain readiness for internal, client, and applicable compliance/JCC audits.

7. Training & Process Support

• Assist with training and refresher guidance on onboarding processes and client requirements.
• Help maintain SOPs, checklists, process documentation, and training materials.
• Identify recurring operational issues and recommend improvements.
• Support implementation of approved process improvements.

Key Skills & Competencies

• Understanding of US staffing onboarding, credentialing, documentation, and compliance processes.
• Experience in candidate onboarding, preferably US staffing/healthcare staffing.
• Strong follow-up, coordination, communication, and documentation skills.
• Ability to guide junior team members and manage multiple candidates, deadlines, and priorities.
• Strong attention to detail, problem-solving, and escalation-management skills.
• Ability to coordinate with Recruitment, HR, Compliance, and Operations.
• Proficiency in Microsoft Office/Google Workspace, ATS/VMS, onboarding systems, and compliance trackers.