HR Coordinator

Titan-Security-Group; Chicago (IL); On-site; USD 30,000 - 32,000; Full time

Job summary

Titan Security Group in Chicago’s West Loop is seeking an HR Coordinator to own the candidate experience from offer acceptance through pre‑employment clearance, onboarding readiness and handoff to Operations. This high‑volume role supports ~2,000 hires annually across the Great Lakes region and requires urgency, organization and a service mindset.

Responsibilities include new hire onboarding, coordinating Form I‑9 and documents in Greenhouse/ADP, maintaining accurate data, providing daily status

Qualifications

• 2+ years of experience in HR coordination or high-volume onboarding.
• Experience with applicant tracking systems and HRIS.
• Strong service mindset and excellent communication skills.
• Proficiency with Microsoft Office and related HR tools.
• HS diploma required; BA or HR training preferred.

Responsibilities

• Own the candidate experience from offer to pre-employment clearance and onboarding readiness.
• Coordinate completion of forms and required documents in Greenhouse, ADP, or HRIS.
• Provide daily status visibility for all accepted candidates and next steps.
• Support orientation delivery and handoff to Operations; assist with peak HR admin needs.

Skills

HR coordination

Onboarding workflows

Candidate support

MS Office

Customer service

Education

High school diploma or equivalent

Bachelor's degree in HR or related field preferred

Tools

Greenhouse

ADP

HRIS

Job description

Titan Security is built on serving our clients and building careers – just like yours. We are trusted by some of the most well‑known companies and properties in the country while remaining dedicated to building personalized security solutions that solve the needs of every customer we support. Named as a nationally recognized Top Workplace in 2024 and 2025 by USA Today, Titan's customized approach to security services will provide you with the opportunity to learn, grow and succeed. Our core values of being Unified, Transparent, Innovative, Committed and Accountable help us in providing unparalleled service and support in all that we do. If you are looking for a meaningful career, a culture of excellence, and the ability to make a difference, we want to talk to you!

Location: West Loop -Chicago, IL (on‑site)

Reports To: Human Resources Manager

Schedule: 7:30am - 4:00pm

Pay: $22/hr - $23/hr DOE

About the Role

The Human Resources Coordinator owns the accepted candidate experience from offer acceptance through pre‑employment clearance, new‑hire paperwork, orientation readiness, and handoff to Operations. This is a high‑volume, hands‑on role supporting approximately 2,000 hires annually across the Great Lakes region. The Coordinator serves as the candidate's primary point of contact after the offer is accepted, keeps every step and status visible, and takes proactive action so candidates do not stall in the onboarding process. Success requires urgency, organization, accuracy, follow‑through, and a strong service mindset.

Key Responsibilities

New Hire Onboarding and Candidate Support

• Launch preboarding promptly, explain each required step and deadline, and provide clear instructions through phone, email, or video support based on the candidate's needs.
• Proactively follow up with candidates, troubleshoot barriers, and provide hands‑on assistance completing new‑hire paperwork while maintaining timely, service‑oriented communication with all stakeholders.
• Escalate candidate withdrawals, prolonged nonresponse, or recruiting‑related decisions to the recruiter while continuing to own all onboarding follow‑up and documentation.

Paperwork Data and Compliance

• Coordinate completion of Form I‑9 and all required new‑hire documents, verify that information is complete and accurate, and resolve missing or inconsistent information before the employee begins work.
• Enter and maintain accurate data in Greenhouse, Greenhouse Onboarding or ADP, the workforce management system, and other assigned platforms while maintaining complete, confidential personnel and onboarding records.
• Provide daily status visibility for every accepted candidate, including completed requirements, outstanding items, owner, next step, and anticipated orientation or start date.
• Move candidates to Hired only after all required pre‑employment, paperwork, licensing, and training requirements are complete and appropriately documented.

Orientation Readiness and Operational Handoff

• Coordinate orientation scheduling, uniforms, required materials, and other readiness activities in partnership with HR and Operations.
• Confirm each new hire is fully cleared and prepared before orientation, communicate any risk or delay early, and drive resolution of open items.
• Support orientation delivery and new‑hire processing, then complete and document the handoff to Operations for scheduling and deployment.
• Provide backup support for fingerprint and drug‑screen processing, front‑desk coverage, and general HR administrative needs during peak periods, and perform other duties as assigned.

Qualifications

• Two or more years of experience in HR coordination, employee onboarding, recruiting operations, or a comparable high‑volume administrative role.
• Demonstrated ability to manage a large, fast‑moving workload with multiple candidates, deadlines, systems, and handoffs while maintaining accuracy and follow‑through.
• Strong candidate and employee service skills, including the patience and communication ability to guide individuals through paperwork and technology by phone or video.
• Experience working in an applicant tracking system, HRIS or onboarding platform, workforce management system, and third‑party screening or licensing portals; proficiency with Microsoft Office required.
• High school diploma or equivalent required; bachelor’s degree or additional HR training preferred. Experience with Form I‑9, security‑industry licensing, required training administration, or multi‑site hourly onboarding is strongly preferred.

EOE/M/F/D/V

Voluntary Self‑Identification

For government reporting purposes, we ask candidates to respond to the below self‑identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in Titan Security Group’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service‑connected disability.

A "recently separated veteran" means any veteran during the three‑year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.