Onboarding & Mobilisation Coordinator VA
An onboarding and mobilisation coordinator who gets new hires and deployed staff ready to start: contracts, compliance documents, background checks, equipment, system access and inductions, all tracked to the start date. People start on day one fully set up, and nothing is missing at audit.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Entry Level
$7 / hr
Intermediate ★
$9 / hr
Senior
$12 / hr
Responsibilities
- Run the onboarding pipeline from signed offer to first day, tracking every task, owner and deadline in the HRIS or onboarding tool.
- Collect and verify pre-employment documents such as identification, right-to-work, qualifications, licences, medicals and police checks, and chase gaps.
- Coordinate background and reference checks with providers and flag results that need review.
- Arrange equipment, software accounts, email, access badges and travel or accommodation for site-based starts.
- Schedule inductions, mandatory training and first-week meetings and confirm completion.
- Mobilise staff to new projects, sites or clients, ensuring inductions, PPE, site access and compliance requirements are met before day one.
- Maintain compliance registers for certifications, licences and training expiries and trigger renewals in time.
- Communicate with new starters throughout, answering questions and keeping them engaged between offer and start.
- Report weekly on starters in progress, blockers and time to mobilise, and improve the checklist based on what slips.
- Handle personal and sensitive information securely and in line with privacy law.
Software & Tools
Employment Hero
BambooHR
DocuSign
Deputy
Microsoft Excel
Google Workspace
Gusto
Requirements
- At least 5 years in onboarding, mobilisation, HR coordination or workforce administration, ideally for a staffing, construction, healthcare or field services business.
- Experienced with HRIS and onboarding tools such as BambooHR, Rippling, Deel, Employment Hero or Workday, and with compliance trackers.
- Familiar with pre-employment checks, right-to-work rules and site induction requirements in at least one of the client's markets.
- Very organised, able to run dozens of concurrent starters against fixed start dates without misses.
- Friendly, clear spoken and written English for daily contact with new starters, managers and vendors.
- Comfortable with spreadsheets and reporting on pipeline status.
- Reliable high-speed internet and backup power at home, working the client's business hours.
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