HR Coordinator, Recruiting

Job Title: HR Coordinator, Recruiting

Reports To: Director of Talent

FLSA Status: Full Time - Salaried, Non- Exempt

Location: Cincinnati, OH

Who is pep?

pep started with 7 employees, a borrowed conference room, and an idea to fill a void in the marketing services space. Today we've grown to over 200 people and we are an industry leader in consumer activation, serving some of the top Fortune 500 companies. We've managed over $5 billion in marketing spend for over 750 brands and pride ourselves on a client retention rate of 98%.

Our company has evolved since we started 19 years ago, but there is one thing that has remained constant. At pep, we put people first. Our core values of accountability, excellence, ingenuity, people, and tenacity guide our interactions, decisions, and drive our culture. We are committed to maintaining an inclusive environment where every member of our team feels seen, cared for, and has the support they need to thrive. And our tremendous growth provides our people with many new career and development opportunities along with the flexibility to pursue their professional goals.

We're looking for teammates who are driven, eager to learn, agile, positive, and client focused to join and contribute to our team. If this sounds like you and you want to be a part of something special, then click below to apply.

At pep we value our team and offer:

• Generous Time Off
• Robust Health and Wellness Plan
• Family Support
• Mentorship Program
• 401K Match
• Role Autonomy
• Certification Reimbursement and Ongoing Training
• Enrichment Events and Employee Resource Groups

Job Summary:

The HR Coordinator, Recruiting plays a critical role in supporting our Talent Acquisition team and ensuring a smooth, positive experience for candidates and hiring managers throughout the recruitment lifecycle. This position is responsible for the administrative and logistical coordination of all recruiting activities, from initial job posting to new hire onboarding, contributing significantly to our ability to attract and retain top talent. This role provides administrative support to the human resource function as needed, including record-keeping, file maintenance and HRIS entry.

Recruiting Responsibilities (75%):

• Job Posting & Sourcing Support:

• Post and refresh job requisitions on various job boards, company career pages, and professional networking sites (e.g., LinkedIn, Indeed, etc.)

• Ensure job descriptions are accurate, engaging, and compliant with company branding guidelines

• Assist with basic candidate sourcing efforts as needed, identifying potential candidates through various platforms

• Attends and participates in college job fairs and recruiting sessions

• Interview Scheduling & Coordination:

• Act as the primary point of contact for candidates and hiring managers to schedule interviews (phone, virtual, in-person)

• Manage complex calendars, send meeting invitations, and provide necessary logistical details (e.g., video conference links, directions)

• Resume Screening & Candidate Management:

• Conduct initial resume screening against defined qualifications for entry-level and high-volume roles

• Maintain accurate and up-to-date candidate records within the Applicant Tracking System (ATS)

• Communicate professionally with candidates regarding their application status

• Offer Letter Generation & Administration:

• Prepare and extend professional offer letters, ensuring accuracy of compensation, benefits, and terms of employment

• Coordinate the offer acceptance process, including follow-up and answering candidate questions

• Pre-Employment Processing:

• Initiate and monitor background checks and drug screens, ensuring compliance with company policies and legal requirements

• Communicate results to relevant stakeholders and escalate any discrepancies

• New Hire Onboarding Coordination:

• Schedule and coordinate new hire training sessions (e.g., orientation, system access, departmental introductions)

• Prepare new hire packets and ensure all necessary pre-onboarding paperwork is completed

• Reporting & Data Management:

• Generate monthly recruiting reports

• Maintain data integrity within the ATS and other HR systems

• Assist with ad-hoc reporting and data analysis as requested

General Administrative Support (25%):

• Assist with special HR projects and initiatives as needed
• Generate monthly compliance reports
• Provide excellent customer service to internal and external stakeholders
• Ensures compliance with federal, state, and local employment laws and regulations, and company policies
• Schedule team meetings
• Performs other duties as assigned

Required Skills/Abilities:

Qualifications:

• Education & Experience:
• Bachelor's degree in Human Resources, Business Administration, or a related field, OR equivalent practical experience.
• 1-2 years of experience in an administrative support role, preferably within Human Resources or Talent Acquisition.
• Skills & Abilities:
• Exceptional organizational skills with a strong attention to detail and accuracy
• Excellent written and verbal communication skills, with the ability to interact professionally with diverse audiences
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to manage multiple priorities in a fast-paced, dynamic environment
• Strong problem-solving skills and a proactive approach to tasks
• High level of integrity and ability to handle confidential information with discretion
• Customer service-oriented mindset

Nice to Have (Preferred Qualifications):

• Previous experience with an Applicant Tracking System (ATS), particularly Greenhouse
• An HR degree or relevant HR certifications (e.g., SHRM-CP, aPHR)
• Experience with high-volume scheduling

We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we've adopted a hybrid approach, with teams in the office an average of four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

WPP (pep) is an equal opportunity employer and considers applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.