Job Title: Employment Screening Coordinator
Job Description
The Employment Screening Coordinator supports the HR Shared Services department by delivering high-quality customer service to corporate, field, and hub locations on all employment screening matters. This role coordinates drug and alcohol testing and occupational health screenings, responds to high volumes of screening-related inquiries, and ensures accurate and timely processing of results and documentation. The coordinator acts as a liaison between field offices, corporate partners, and external vendors, providing clear communication, reporting, and administrative support to keep employment screening processes compliant, efficient, and well-organized.
Responsibilities
- Provide customer service and support to corporate, field, and hub locations on all employment screening-related questions and issues.
- Assist the Employment Screening functional department with guidance and administrative processing for drug and medical screenings.
- Review, research, and respond to a high volume of alias emails related to employment screening, including pre-employment and post-accident/reasonable suspicion drug screening, status updates on drug test results, and occupational health screenings.
- Review and process drug test exception requests and medical record requests in a timely and accurate manner.
- Review and process Non-DOT safety-sensitive results in accordance with established procedures.
- Support and coordinate various drug and medical screening processes, including scheduling drug tests and setting up medical screening packages with vendors.
- Prepare and mail non-negative notices for positive drug test results, ensuring compliance with applicable state laws.
- Review and vet medical marijuana cards and approve them as appropriate based on established guidelines.
- Review, respond to, or distribute all incoming team alias emails within HR Matters, ensuring prompt and accurate handling.
- Communicate candidates’ eligibility and any required actions clearly and professionally to field support groups via verbal and written channels.
- Respond to field offices and corporate partners via phone and email regarding pre-employment screening questions, clinic issues, and general inquiries.
- Act as a liaison between operating company field offices, corporate partners, and employment screening vendors to resolve issues and maintain smooth processes.
- Provide regular reporting to operating companies, including daily and weekly reports related to employment screening activities.
- Assist with ad-hoc projects, tasks, and administrative duties as needed within the HR Shared Services team.
- Complete client attestations related to health and safety requirements as assigned.
- Mail non-negative results and related notifications as required by state law.
- Answer questions from the field and provide guidance on employment screening policies and procedures.
Essential Skills
- Strong initiative with a willingness to drive change and accountability.
- Strong problem-solving skills with the ability to prioritize work and manage multiple tasks simultaneously.
- Strong attention to detail to ensure accuracy in documentation, reporting, and communications.
- Strong customer service skills, with a focus on responsiveness and professionalism.
- Ability to communicate effectively with all levels of the organization, both in writing and verbally.
- Proficiency in Microsoft Excel, Word, and Outlook.
- Experience providing administrative support in a human resources, HR assistant, or HR representative capacity.
- Experience in employee screening, employee relations, or benefits-related support.
- Ability to prepare and interpret reports using Excel.
- Ability to work effectively in a team-oriented environment that values openness and honesty.
- Comfort answering questions from field offices and supporting stakeholders in a service-oriented role.
Additional Skills & Qualifications
- Background in human resources, HR shared services, or a related administrative support function.
- Experience coordinating drug and alcohol testing and occupational health screenings.
- Familiarity with Non-DOT safety-sensitive results and related processes.
- Experience working with external vendors for medical and drug screening services.
- Ability to handle high email volume and manage multiple communication channels efficiently.
- Strong organizational skills with the ability to maintain accurate records and documentation.
- Comfort working in a fast-paced environment with changing priorities.
- Interest in contributing to continuous improvement of HR processes and workflows.
Work Environment
This role is based onsite Monday through Friday, typically from 8:00 AM to 5:00 PM EST. The position requires consistent presence in an office environment, working closely with HR Shared Services colleagues, field support teams, and corporate partners through phone and email. The role may occasionally require weekend hours, so candidates should be flexible and able to adjust their schedules when business needs arise. The work involves extensive use of Microsoft Excel, Word, Outlook, and HR systems such as HR Matters, as well as regular interaction with external vendors and internal stakeholders. The environment emphasizes teamwork, open communication, and a strong commitment to delivering a high-quality experience for internal customers.
Job Type & LocationThis is a Contract to Hire position based out of Hanover, MD.
Pay and BenefitsThe pay range for this position is $20.00 - $22.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace TypeThis is a fully onsite position in Hanover,MD.
Application DeadlineThis position is anticipated to close on Aug 28, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
Posting ID: JP-006222266