Position Summary

The Employee Services Representative is responsible for managing and facilitating the final stages of the recruiting and hiring process, with a primary focus on onboarding. This role ensures that new hires and rehires are efficiently integrated into the organization through the coordination and completion of onboarding documentation, compliance requirements, and communication with candidates and clients.

The Employee Services Representative works closely with internal teams, clients, and candidates to ensure a smooth onboarding experience while maintaining compliance with federal, state, and company policies and procedures.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

• Prepare onboarding paperwork and related materials for new hires and rehires.
• Communicate with candidates to guide them through onboarding requirements and document completion.
• Maintain and organize onboarding documentation and employee records in accordance with company procedures.
• Ensure compliance with federal, state, and company onboarding policies, standards, and regulatory requirements.
• Draft and distribute communications to clients and candidates outlining onboarding steps, requirements, and status updates.
• Process onboarding documentation, including employment applications, tax forms, Form I-9 documentation, and client-specific paperwork.
• Schedule and coordinate drug screenings when required.
• Initiate and process background screenings in accordance with company and client requirements.
• Complete E-Verify verification for eligible employees in compliance with federal requirements.
• Maintain accurate data entry in applicant tracking systems (ATS), HR systems, and onboarding platforms.
• Assist with resolving onboarding issues or documentation discrepancies.
• Provide general administrative support related to the onboarding process as needed.

Required Qualifications

• Minimum of 3 years of data entry experience.
• Strong proficiency in Microsoft Office, including Word and Excel.
• Basic understanding of databases and data management systems.
• Strong typing and data entry accuracy skills.
• Excellent organizational and time management skills.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Effective verbal and written communication skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to meet deadlines and perform effectively in a fast-paced environment.

Preferred Qualifications

• 1 year of experience using an Applicant Tracking System (ATS) or similar HR software.
• Prior experience in human resources, onboarding, staffing, or administrative support functions.
• Bilingual (English/Spanish) preferred, with the ability to communicate effectively with candidates and employees in both languages.

Competencies

• Teamwork and collaboration
• Attention to detail
• Organizational skills
• Communication and interpersonal skills
• Time management and prioritization
• Problem solving and adaptability

Work Environment & Physical Requirements

This position primarily operates in a professional office environment and routinely uses standard office equipment such as computers, phones, and printers. The role requires prolonged periods of sitting and working at a computer. Occasional lifting of office materials up to 10 pounds may be required.

Equal Employment Opportunity Statement

HKA Enterprises, LLC is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, disability, genetic information, veteran status, or any other status protected under applicable federal, state, or local law.