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

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