Onboarding Coordinator (FTC, 12 months)

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).