Job Description

The Onboarding Operations Coordinator is responsible for coordinating and managing the end-to-end process of onboarding employees into customer systems. This position serves as the primary point of contact between IBOS Operations, employees, internal support teams, and the customer for account setup, system access, customer-provided equipment, and onboarding-related issues.

The coordinator ensures that new employees receive the system access and customer-provided equipment required to perform their assigned responsibilities. The role monitors onboarding and access requests through completion, resolves access issues, maintains accurate records, escalates unresolved concerns, and provides timely updates to stakeholders.

The position is also responsible for managing and tracking customer-provided equipment, including phones and laptops. This includes maintaining accurate assignment records, completing routine physical inventory counts, monitoring device activity through smart locker reports, investigating discrepancies, and reporting lost, missing, or damaged equipment.

• Customer-Provided Equipment and Smart Locker Management
• Manage and track customer-provided equipment, including phones, laptops, accessories, and other assigned devices.
• Maintain accurate records showing the location, status, condition, and assigned employee for each device.
• Coordinate the assignment, return, reassignment, and storage of customer-provided equipment.
• Ensure employees properly sign devices in and out using the designated smart locker system.
• Manage smart locker access and device-assignment records.
• Review smart locker reports regularly to monitor device checkouts, returns, assignments, and usage activity.
• Investigate devices that are overdue, not returned, assigned incorrectly, or not accounted for in the smart locker reports.
• Follow up with employees and operational leaders regarding missing devices, incomplete returns, or equipment discrepancies.
• Perform regular physical inventory counts and reconcile results against equipment trackers and smart locker reports.
• Document and investigate differences between the physical inventory, equipment-assignment records, and smart locker activity.
• Inspect returned equipment and document its condition.
• Report lost, missing, damaged, or unaccounted-for equipment to the appropriate customer and internal stakeholders.
• Maintain documentation for equipment damage, loss, return, and replacement.
• Coordinate the return or replacement of damaged equipment according to established customer requirements.
• Ensure unused and returned equipment is stored securely and remains properly accounted for.
• Support periodic equipment audits and provide accurate inventory and accountability records when requested.
• Identify recurring equipment-control issues and recommend improvements to the assignment, return, storage, and tracking processes.
• Develop and maintain clear work instructions for equipment checkout, return, smart locker use, physical inventory counts, and damage reporting.

Equipment Accountability Measures

The coordinator’s equipment-management responsibilities may be measured through:

• Accuracy of customer equipment inventory records
• Percentage of customer devices assigned to an identifiable employee or secure storage location
• Completion of required physical inventory counts
• Timely reconciliation of inventory discrepancies
• Accuracy of smart locker assignment and activity records
• Timeliness of device returns during employee offboarding or role changes
• Number and age of unresolved missing-equipment cases
• Timely reporting of lost or damaged equipment
• Compliance with device checkout, return, storage, and accountability requirements

Qualifications

• High school diploma or equivalent required.
• 1-3 years of experience in operations, administration, onboarding, customer service, inventory management, or a related field.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office, including Excel, Outlook, and Teams.
• Ability to maintain confidential and sensitive information.
• Strong problem-solving and follow-up skills.
• Ability to work independently and as part of a team.
• Experience maintaining records, trackers, or databases preferred.
• Experience with inventory management, asset tracking, or equipment accountability preferred.
• Ability to conduct physical inventory counts and reconcile discrepancies.
• Experience supporting employee onboarding or system access processes preferred.
• Ability to lift and move equipment weighing up to 25 pounds as needed.

Additional Information

• Medical, Dental, Vision, Life Insurance, and Disability Pay
• 401(k) with company matching up to 6%
• Paid Time Off, including paid holidays
• Flexible Spending Accounts
• Voluntary benefits such as legal and financial assistance, pet insurance, and more
• Employee Assistance Program
• Ongoing employee development opportunities including tuition reimbursement, scholarships, and training
• Commuter benefits
• Employee engagement activities

Disclosure requirements pertaining to the collection of your personal data:

Responsible for processing the information provided in your application is the company specified in the job advertisement, with its registered office as indicated. The company processes your data for the purpose of establishing an employment relationship on the basis of Art. 6 (1) b GDPR / Section 26 (1) sentence 1 BDSG.

The retention period for your data is determined by the statutory time limits applicable in the respective country, beginning upon completion of the recruitment process. You can find these here.

You can contact the company’s Data Protection Officer at the above-mentioned postal address.

Further information on data protection and your rights can be found here.

We strive to be an equitable and inclusive workplace for our employees and value their diverse perspectives, which contribute to the diversity of our company. Therefore, we welcome applications from people who enrich our company with their identity, background and personal experience. We want to keep the application process as simple as possible for you: focus on a meaningful resume; we do not require an elaborate cover letter. Please know that we can only accept your application through our online application portal.

Learn more about our commitment to Equal Opportunity and Accommodation Information here.

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