Onboarding Coordinator (FTC, 12 months)

Job description

# **About OpenAI** OpenAI’s mission is to ensure that general-purpose artificial intelligence benefits all of humanity. We build models and products that help people learn, create, and solve problems, and we work to do so safely and responsibly. ## **About the Role** OpenAI is seeking an Onboarding Coordinator to help create a smooth and welcoming onboarding experience for new hires across the Asia-Pacific region. In this role, you will coordinate communications with new employees and hiring managers, manage onboarding schedules and sessions, support in-person onboarding activities, and maintain onboarding resources and documentation to ensure a consistent and effective experience for every new hire. ## **Activities/Responsibilities** **New Hire & Manager Communications** - Draft and send APAC-specific new hire communications using existing templates, including pre-start logistics, Day 1 welcome notes, Workday reminders, travel guidance, and regionally relevant onboarding information. - Coordinate manager-facing communications to set clear expectations for Day 1, regional onboarding logistics, and early ramp support. - Monitor and respond to questions in onboarding-related Slack channels, partnering with IT, Workplace, Recruiting, HRBPs, and People teams to resolve or escalate issues as needed. - Support communications for hires joining in Singapore, India, Australia, and other APAC locations, ensuring guidance reflects local office readiness, holidays, and operational nuances. **Calendar & Session Management** - Manage calendar invites for APAC onboarding sessions, including Day 1 orientation, IT onboarding, security briefings, culture sessions, and region-specific programming. - Coordinate onboarding sessions across APAC, ensuring accurate scheduling, time zone alignment, facilitator readiness, and clear new hire instructions. - Maintain recurring invite logistics, including meeting links, room assignments, presenter coordination, attendance tracking, and recording permissions. - Support population and upkeep of the 2026 APAC onboarding calendar, reflecting regional start dates, local holidays, office availability, and capacity considerations. **Onsite Partnership & Culture Integration** - Partner closely with Workplace and Facilities teams in Singapore, India, and Australia to support in-person onboarding experiences, including room setup, AV coordination, materials, signage, and day-of execution. - Work with onsite partners to ensure new hires feel welcomed, connected, and integrated into OpenAI’s culture from Day 1. - Provide facilitator assistance during in-person sessions to ensure smooth delivery, strong engagement, and a consistent new hire experience across APAC. - Support local execution needs as new offices come online, helping translate global onboarding standards into regionally relevant experiences. **Internal Pages & Resource Management** - Maintain and update internal onboarding pages, including Notion and OpenHouse, with current APAC-relevant information, including: - 2026 onboarding dates, deadlines, and regional nuances - Updated onboarding and culture content aligned to global standards - APAC IT device guidance, benefits overviews, travel expectations, and location-specific logistics - Singapore, India, and Australia office guidance as those locations scale - Archive outdated materials and ensure version control so onboarding resources remain accurate, easy to navigate, and aligned with global People Programs standards. ## Qualifications **Required** - 8–10+ years of experience in HR, People Operations, HR Operations, or a related field. - Experience managing or coordinating employee onboarding processes. - Familiarity with visa processes and the ability to understand basic requirements, processes, and where to obtain support. - Experience coordinating business travel and related logistics. - Strong calendar management and coordination skills. - Strong stakeholder management and communication skills. - Excellent organizational skills and attention to detail. - Ability to independently identify what is required, determine the appropriate process or point of contact, and follow through to completion. - Strong written and verbal English communication skills. **Nice to Have** - Experience working in a technology or fast-paced environment. - Experience supporting globally distributed or international teams. - Mandarin or Japanese language skills. - Experience working with HRIS, onboarding, or other people-related systems. - Demonstrated ability to quickly learn new tools and processes and pivot as business needs change. **Working Arrangement** - Hybrid: 3 days per week in the office. - Team's core in-office days are Monday, Tuesday, and Wednesday (MTW).