HR Coordinator

Titan Security Group; Chicago (IL); On-site; USD 63,039,000 - 65,904,000; Full time

Job summary

Titan Security Group in Chicago's West Loop seeks a Human Resources Coordinator to own the candidate experience from offer acceptance through pre-employment clearance and onboarding, supporting roughly 2,000 hires annually.

This on-site role coordinates onboarding, manages I-9 and new-hire paperwork in Greenhouse or ADP, and maintains accurate records while providing daily status updates to candidates and stakeholders.

Qualifications

• Two or more years in HR coordination or equivalent high-volume onboarding.
• Ability to manage large workloads with multiple deadlines and systems.
• Strong service and communication skills for candidates and employees.
• Experience with ATS/HRIS/onboarding platforms; proficiency with Microsoft Office.
• High school diploma or equivalent; bachelor's preferred.

Responsibilities

• Manage candidate experience from offer to pre-employment clearance and onboarding.
• Maintain status visibility and timely communications with stakeholders.
• Coordinate Form I-9 and new-hire documents; ensure accuracy before start.
• Enter data in HR systems (Greenhouse, ADP) and maintain records.
• Provide daily status updates and move candidates to Hired after requirements are met.
• Assist with fingerprint and drug-screen processing, front-desk coverage during peak periods.

Skills

HR coordination

Onboarding experience

Recruiting operations

High-volume workload

Customer service

MS Office

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Greenhouse

ADP

Microsoft Office

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!

Human Resources Coordinator

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 #HP