Onboarding Coordinator

ABOUT THE TEAM

The Workplace Experience (WPE) team is responsible for shaping the employee experience at Plaid, ensuring that our workspaces, events, and cultural touchpoints drive connection, collaboration, productivity, and engagement.

Within WPE, the Events & Experiences team brings Plaid's culture to life by designing and executing programs that foster belonging and engagement across both in-office and distributed environments. The team curates a wide range of experiences—from flagship company-wide gatherings to in-office celebrations, DEIB initiatives, virtual events, and milestone moments. They also lead Plaid's in-person onboarding, ensuring every new hire has a meaningful, high-impact introduction to our culture, values, and ways of working.

ABOUT THE ROLE

We're looking for an Onboarding Coordinator to join our Employee Experience team in San Francisco. You'll help create a warm and seamless welcome for new Plaids by coordinating onboarding logistics, supporting new-hire travel, answering questions, and assisting with in-person sessions. You'll also support employee events and programs that help Plaids feel connected, valued, and engaged.

WHAT YOU'LL DO

Onboarding

- Help create a warm and seamless welcome for new Plaids by coordinating logistics for recurring in-person onboarding cohorts, including calendars, room reservations, materials, supplies, Slack groups, and welcome communications.

- Manage and review new hire travel logistics, including reviewing bookings in Brex, following up with new hires who haven't booked, flagging out-of-policy bookings, processing spend limit requests, and coordinating hotel bookings and travel details for non-SF new hires with our T&E partners.

- Keep onboarding details accurate and organized by maintaining participant lists, tracking travel and attendance, updating internal resources, and communicating changes to key partners.

- Be a friendly and reliable resource for new hires by monitoring and responding to questions in Zendesk within established response times, providing clear and welcoming support, and involving partner teams when needed.

- Help bring onboarding days to life by preparing spaces, organizing materials, coordinating meals and supplies, and providing hands-on support to facilitators and new hires.

- Lead or facilitate onboarding sessions as needed, creating an engaging and welcoming experience for each new-hire cohort.

- Gather feedback and identify opportunities to improve onboarding logistics, communications, and the overall new-hire experience.

Employee Events and Programs

- Assist with planning and executing employee events and programs including retreats, Plaiderdays, monthly social hours, holiday parties, onsites, and offsites.

- Serve as the first point of contact for employee emails, Slack messages, and support tickets, responding directly or routing inquiries to the appropriate team member.

- Keep programs running smoothly by managing important operational details, communicating directly with employees, and providing hands-on support before and during events.

- Support and contribute to various programs across the employee journey, helping ensure employees feel valued, engaged, and connected from onboarding through career milestones.

QUALIFICATIONS

Must-Haves

- 1–3 years of experience in onboarding, events, employee experience, HR, workplace experience, administrative support, or a related role.

- Strong organizational and coordination skills, with the ability to manage multiple tasks, deadlines, and details at once.

- Clear, warm, and timely written and verbal communication skills across email, Slack, support tickets, and in-person interactions.

- Experience supporting the planning and execution of events, meetings, onboarding programs, or other employee-facing experiences.

- Confidence speaking in front of groups and a willingness to facilitate onboarding sessions with training and support.

- Strong attention to detail when managing calendars, travel arrangements, participant lists, materials, communications, and other program logistics.

- A collaborative mindset and comfort working with partners across teams such as People, Workplace, TechOps, Communications, and Finance.

- Ability to provide friendly, solutions-oriented support to new hires and employees while knowing when to involve the appropriate partner.

- Comfort working in a fast-paced environment where priorities may shift and processes may continue to evolve.

- Commitment to creating inclusive and welcoming experiences for employees from different backgrounds and locations.

- Comfort being a visible presence in the San Francisco office three days per week, Tuesday–Thursday, and engaging with employees face-to-face.

- Must be able to lift up to 50 pounds.

Nice-to-Haves

- Familiarity with tools such as Google Workspace, Slack, Canva, Zendesk, Brex, or event platforms like Epoch or Eventbrite.

- Experience supporting employee onboarding, internal events, or other employee-facing programs.

- Experience assisting with large-scale or company-wide events, such as retreats, hackathons, or holiday parties.

- Experience supporting employees across multiple offices or distributed teams.

- Familiarity with employee communications, HR systems, travel coordination, or creating simple internal graphics and event collateral.