Virtual Assistant - Recruitment and Onboarding Specialist

Job Description

This is a remote position.

We’re looking for a detail-oriented and process-driven Recruitment & Onboarding Specialist to join our growing team. If you thrive in fast-paced, candidate-focused environments and enjoy managing the full candidate lifecycle from offer to integration, this role is for you. You’ll start by managing core onboarding functions—managing candidate documentation, ensuring compliance, and maintaining accurate records across multiple systems—while ensuring every new hire has a smooth and professional candidate experience.

As you demonstrate your expertise, you’ll take on broader responsibilities in process optimization, creating candidate support materials (like visual guides), and analyzing onboarding bottlenecks. This is an excellent opportunity for someone eager to grow into a well-rounded HR & Recruitment professional who combines efficiency, compliance, and top-tier candidate support.

Key Responsibilities

Candidate Onboarding & Lifecycle Management

Plan, build, and execute the end-to-end onboarding process for all new Early Childhood Education (ECE) candidates, from offer acceptance to full integration.

Define and manage key communication trigger points (e.g., offer sent, forms pending, orientation scheduled, compliance cleared) to optimize the new hire journey.

Develop and refine candidate support workflows , including creating visual, step-by-step guides to help non-technical staff navigate system setups.

Serve as the main onboarding contact for new hires, answering queries via the Google phone line (1 PM - 10 PM) and company email.

Craft, proof, and deliver on-brand communications such as offer letters, contracts, and onboarding instructions.

Conduct pre-interview questionnaires via virtual calls and assist staff with creating or editing professional bios and documents.

Guide staff through all onboarding requirements, ensuring they are fully prepared before their first day.

Documentation & Records Management

Maintain a clean and organized candidate database across multiple platforms, including Google Drive, JazzHR, and ECE Candidate Tracking Forms.

Build and refine candidate folders in Google Drive, ensuring all (6) subfolders are correctly set up and populated.

Utilize tracking and checklists to manage the collection of all required documentation (references, contract, license, SS card, transcripts, CDA, 10 JazzHR forms, etc.).

Update candidate status and progress in the ECE SubHub Staff Roster and JazzHR , moving them from prospect to employee level.

Compliance & System Integration

Collaborate with candidates and internal teams to ensure 100% compliance with licensing requirements.

Collect, verify, and file critical compliance documents (TB tests, CPR certs, MiRegistry verification).

Coordinate with operations to manage compliance logistics , including scheduling CPR training, assisting with MiRegistry setup, and initiating LARA fingerprinting.

Manage specialized compliance needs, such as the Southfield-specific requirements (e.g., five forms, second fingerprinting).

Automation & Tools

Set up, optimize, and manage HR and recruitment platforms such as JazzHR, Paylocity, and Google Workspace.

Use tools like Calendly to schedule orientations and Google Chat to coordinate tasks with the VA team (e.g., adding forms to folders, partial onboarding).

Integrate new hire data across systems, including Storybuilder, Playbuilder, Telehealth, and the Employee Google Drive , to ensure correct access and setup.

Verification & Reporting

Track and analyze onboarding progress , reviewing all submissions for accuracy and completeness.

Report regularly on candidate status , highlighting pending, submitted, and missing items to the VA or Lissa for follow-up.

Maintain and update the Staff Profile setup and verify employee levels and availability upon completion of onboarding.

Requirements

Required Qualifications

2–4+ years of proven experience in a recruitment, HR support, or high-volume administrative role, preferably within the education or childcare industry.

Hands-on expertise with HRIS, ATS, or scheduling software. Direct experience with Paylocity, Google Workspace (Drive, Gmail, Calendar), and JazzHR is highly desirable.

Deep understanding of process management , candidate tracking, and documentation control.

Excellent written and verbal communication skills , with the ability to clearly guide candidates through complex processes.

Strong organizational mindset with an exceptional eye for detail, able to manage multiple complex processes simultaneously.

Effective project management skills , with the ability to be a proactive and independent worker who can anticipate needs and take initiative.

Knowledge of compliance standards and the ability to handle sensitive and confidential information with the utmost professionalism.

Exceptional attention to detail , ensuring every file is correct, every form is complete, and every system is updated accurately.

Benefits

Employee Benefits

Health and Wellness : Comprehensive HMO coverage for you and your dependents.

Security and Peace of Mind : Group Life Insurance Benefit to safeguard your future.

Financial Flexibility : Virtual Credit Card for added convenience and purchasing power.

Work-Life Balance : Generous Paid Leaves to recharge and prioritize personal time.

Government Benefits : Full support for required government benefits.

Supplemental Pay Types

13th Month Salary : A festive bonus to celebrate the year’s hard work.

Overtime Pay : Compensation for your extra effort and time.

Night Differential : Additional pay for working late hours or shifts.

Incentives : Performance-based incentives to reward your contributions and achievements.

Requirements

Required Qualifications 2–4+ years of proven experience in a recruitment, HR support, or high-volume administrative role, preferably within the education or childcare industry. Hands-on expertise with HRIS, ATS, or scheduling software. Direct experience with Paylocity, Google Workspace (Drive, Gmail, Calendar), and JazzHR is highly desirable. Deep understanding of process management, candidate tracking, and documentation control. Excellent written and verbal communication skills, with the ability to clearly guide candidates through complex processes. Strong organizational mindset with an exceptional eye for detail, able to manage multiple complex processes simultaneously. Effective project management skills, with the ability to be a proactive and independent worker who can anticipate needs and take initiative. Knowledge of compliance standards and the ability to handle sensitive and confidential information with the utmost professionalism. Exceptional attention to detail, ensuring every file is correct, every form is complete, and every system is updated accurately.