Onboarding Coordinator

Role purpose:

In this role, you will own the external personnel preboarding and onboarding process for Collen, ensuring documentation and compliance requirements are met prior to site/office access. You will maintain accurate onboarding records that support GDPR obligations and audit readiness. Working with commercial, operational and security stakeholders, you will resolve onboarding queries and enable efficient mobilisation of the external workforce.

How this role lives our values:

• Safety: Ensures onboarding requirements are completed before personnel mobilise, escalating any access or compliance concerns promptly.
• Teamwork: Works collaboratively with commercial, operational and security stakeholders and suppliers to resolve onboarding queries and maintain clear status updates.
• Sustainability: Streamlines onboarding workflows to minimise rework and delays, supporting more efficient mobilisation.
• Integrity: Treats information confidentially and records onboarding outcomes accurately and transparently.

Key requirements:

• Level 6 qualification in Business Administration (or HR / Legal Compliance equivalent) and 2+ years’ experience in a similar role.
• Strong IT skills (Microsoft and Adobe suites); Sage HR experience advantageous.
• Strong understanding of GDPR and the ability to handle confidential information with professionalism and discretion.
• Clear, effective communication with a range of internal and external stakeholders.
• Strong organisation and time management, with the ability to prioritise across competing tasks based on impact.

Reporting to the Construction Director / Operations Manager, the Key Accountabilities are:

• You will ensure external personnel are onboarded in line with agreed (Service Level Agreements) SLAs and standard operating procedure with clear visibility of status and next steps for stakeholders.
• Maintain a high right-first-time compliance rate, with complete and correctly verified documentation before site access is granted.
• You will keep onboarding records accurate, up to date and GDPR-compliant, with evidence available for audits and spot checks.
• Identify and address recurring onboarding issues, improving guidance and process steps to reduce rework and delays.
• Escalate non-compliance and access-related risks promptly and in line with the escalation procedure and highlight key trends/actions through KPI reporting.
• You will deliver a responsive, professional service to internal stakeholders and suppliers, reflected in timely communication and issue resolution.
• Implement and maintain the External Personnel Preboarding & Onboarding Process and Standard Operating Procedure (SOP).
• Verify supplier onboarding documentation and maintain compliance records in line with supplier requirements, GDPR obligations, and audit readiness.
• Coordinate with Commercial & Operational Leads on supplier appointment and mobilisation of external personnel.
• Liaise with project operations and security teams and provide instructions regarding access control, ensuring access is granted only when requirements are met.
• Support project staff and suppliers by responding to supplier onboarding queries and providing clear guidance on required documentation and next steps.
• Measure and evaluate process performance and outputs; produce monthly compliance and KPI reports for relevant stakeholders.
• Escalate non-compliance incidents and access-related risks in accordance with the escalation procedure.