HR Onboarding & Operations Specialist

Job Title – HR Onboarding & Operations Specialist

Location – Montgomery, AL, on-site

Resumes will be reviewed continually.

Rewards of Working at Caddell – Paid vacations, company-paid holidays, company-funded medical insurance. Company joint funding of dental and vision insurance, life and disability plans to full-time employees, 401k match, gym membership reimbursement, and use of company condominiums.

Position summary

The HR Operations & Onboarding Specialist owns how employees join and leave Caddell, and the HR systems and data behind every employee change. Onboarding runs from accepted offer through the first 90 days for home office, project site, and international hires.

This is a builder role, not a task queue. The right person will run today’s onboarding while redesigning it to scale: automating manual steps, standardizing the experience across business units, project sites, and countries, and reporting on what is working. The role reports to the HR Generalist and manages the HR Assistant. It partners closely with the three business-unit recruiters, the Internship Program & Outreach Manager, hiring managers, IT, Facilities, and Payroll.

Key responsibilities

• Onboarding and offboarding (about 35% of time)
• Owns the end-to-end onboarding process from accepted offer through day 90 for all US and international hires, including interns and partnership with the Internship Program & Outreach Manager.
• Coordinates onboarding workflows, tracks timely completion, and gathers new-hire feedback to improve processes and orientation content.
• Owns “day-one readiness”, coordinating IT, Facilities, Payroll, and hiring managers by calendar invite so equipment, system access, and payroll setup are ready.
• Supports onboarding delivery and gives hiring managers first-30/60/90-day guides that connect new employees to company culture and department specific processes.
• Owns new-hire benefits enrollment through completion, working with Alliance.
• Owns 30-, 60-, and 90-day check-ins and surveys with new employees, and escalates early-warning signs to the HR Generalist.
• Supports offboarding efforts to include communication with separating employees and company notifications.
• HR operations and HRIS (about 20%)
• Owns HRIS data accuracy for all employees, including data standards, monthly audits, and root-cause fixes.
• Owns the form and workflow to document personnel action changes.
• Owns employee communication to new state or project site, including state notices, tax setup with Payroll, and new points of contact.
• Owns updating HRIS and ATS onboarding workflows, e-signature templates, and automated reminders.
• Owns HR process documentation (SOPs) so work is repeatable and transferable.
• Prepares HRIS and ATS data for the HR metrics.
• Compliance and documentation (about 20%)
• Owns Form I-9 completion and E-Verify within required timelines and maintains audit-ready files. The HR Assistant performs document collection and filing.
• Resolves low risk background and drug results and escalates high risk background and drug results to HR Generalist.
• Owns new hire reporting and required state and federal onboarding notices and acknowledgments, and updates them as directed
• Audit policy acknowledgment and required-training tracking for all employees, flagging gaps proactively rather than at audit time.
• Owns audit processes, including but not limited to internal I-9 audits, and prepares I-9 and onboarding files for HR compliance audits owned by the HR Generalist.
• Process improvement and projects (about 15%)
• Identifies manual, repetitive steps in onboarding and HR operations and automates, eliminates, or redesigns them.
• Owns onboarding and HR operations projects as hiring scales, such as new-country onboarding playbooks, a manager onboarding toolkit, or HRIS module rollouts, with priorities set by the HR leadership.
• Prepares compliance readiness and audit materials as requested by HR leadership.
• The specialist should be able to pull and clean data from the HRIS and ATS, build simple dashboards in Excel, or the HRIS reporting tool, spot trends by business unit, location, or hiring manager, and present findings with a recommended action.

Team leadership and development (about 10%)

• Manages the HR Assistant: assigns work, sets priorities across onboarding, records, program logistics, and administrative support, conducts performance reviews, and coaches development.
• Sets the HR Assistant’s priorities for logistics on programs the HR Generalist owns, and escalates conflicts it cannot resolve to the HR Generalist.
• Owns the SOPs and training the HR Assistant works from, so tasks are done the same way every time.

What We Expect

Accountability is part of The Caddell Way, and our employees share a strong work ethic and a positive team environment. We recommend 3 to 5 years of HR operations, onboarding, or HRIS experience. A bachelor’s degree is preferred but not required, because process-building ability matters more here than credentials.

Required

• 3+ years in HR operations, onboarding, or a closely related HR role, ideally in a company that was growing or scaling.
• Hands-on experience managing Form I-9, E-Verify, background checks, and new hire compliance.
• Comfort with data: building trackers and dashboards in Excel, and turning numbers into recommendations.
• Clear written and verbal communication with employees, managers, and outside vendors.

Preferred

• Bachelor’s degree in HR, business, psychology, or a related field.
• SHRM-CP or PHR certification, or actively pursuing one. Strong working knowledge of at least one HRIS (such as Workday, UKG, ADP, BambooHR, or Rippling) and one ATS.
• Escalates issues, outlining the concern, actions taken, and support needed.
• Proactively resolves assigned items and maintains ownership and follow-through when escalation is needed.
• Experience onboarding international employees.
• Experience onboarding field or project-site employees.
• Experience with HRIS workflow configuration or onboarding automation.
• Experience supporting high-volume or seasonal hiring, including intern cohorts. A track record of improving or building a process, not just running one.
• Experience supervising or leading administrative or HR staff.
• Working Conditions – Office setting, full-time

Reporting Structure – HR Generalist

Direct Reports – HR Assistant

While the salary range is typically between $43,600-$65,500 annually, applicants are encouraged to share compensation expectations as part of the application process. Caddell honors prior experience, education, and qualifications of applicants in order to make attractive and competitive offers.

Your career matters at Caddell, where there is a strong emphasis on the growth and development of every employee! We’re large enough to take on the most complex construction projects, but we know the contribution of each individual is the key to our success.

Caddell Construction is an Equal Opportunity Employer and prohibits discrimination against veterans, individuals with disabilities, and other protected classes under applicable laws and regulations.