Client Services & HR Assistant

Who are we?

You found us! If you are looking for a fulfilling career influencing customer experiences and being the face and voice of Sebago Technics, we have a desk waiting for you. Sebago Technics isn’t your standard flavor engineering firm, we’re the most creative collective of industry specialists in the region, and we’re on a mission of shaping together. You’re invited!

Skills are important, but who you are is even more important. We have a deep respect for people, and are most interested in working with great listeners who are excited to share fresh, new, hyper-creative ideas with people from every side of a project. Picture yourself around a table with other administrative professionals, engineers, surveyors, landscape architects and CAD designers who enjoy working together to design high-level projects within a dynamic and continuous conversation. No one works in a silo, everything we do is shaping, and we do it together with great intentionality. We respect this process internally, and we invite our clients to respect it too. We love to watch new team members’ faces as they realize how much we value what they know and have learned. Everyone contributes because we all own this company together, literally.

If you’re on board with the culture, then continue reading for a few of the high points and skills that will make this job a good fit for you and all of us.

Who are we looking for?

The Client Services & HR Assistant (CSHRA) is our director of first and lasting impressions, serving as receptionist, switchboard operator, and administrative assistant.  It’s your job to embody and convey the dynamism of our very creative collective in the simplest and yet powerful interactions. Yes, this role is a very big deal to us.

Functionally, The CSHRA provides administrative support to all company teams and divisions. You will be doing things like word processing, data entry, client correspondence, document reviews for accuracy and quality.  More importantly, you are the person who characterizes the Sebago Technics experience. When we say we exist to be shaping together, we mean we’re all shaping an experience of bright faces, really intentional listening and actual, human, fun, generative interaction. We’re all in agreement that the boring stereotypes surrounding “engineers” has no home here. We love people, and we especially care for one another in an environment that respects people as well as the process. You are that point of respect that teaches clients how to treat us and showing them how we will be treating them. This is genuine. 

So, naturally, if you’re good with all kinds of people, you’ll be pretty great at this. If you’re energized by being outgoing, then this is about as perfect a fit as you’ll get. You’ll get to be self-directed in many ways, but you’ll also get to learn a ton with the support of about ninety-five other people who are happy to teach you, with enthusiasm. But (and this is cool) you will need to have some great skills around prioritizing and handling competing priorities. If a few complex and competing requests sound like a fun game of Tetris, and you have always been a pro at balancing, then Sebago Technics will not only embrace you gratefully, we’ll invite you into an infinite number of creative scenarios with some people who love shaping things together. Would you help us in shaping our client experience?  

We know people come to the table with differing skill sets and experiences.  These are some of the practical aspects of the work. Yes, some of it is perfunctory (there’s a ten-cent word) but we all do work like this in our own regards. If most, but not all of this sounds like you, please apply, there are plenty of skills you’ll be able to pick up along the way!

If you have all or just some of the following, we would love to chat with you.

  • Provide clerical and project assistance to managers and leadership team (this is first because this is the crux of the job),
  • Word processing, spreadsheet creation, database manipulation,
  • Electronic and paper file management (yes, on the cloud),
  • Schedule and coordinate meetings,
  • Paper shuffling: return receipt and general US Mail, UPS and FedEx,
  • Prep documents, including routine letters and forms and correspondence/communication to clients and regulators,
  • Review documents for grammar, comprehension and adherence to company standards (remember grade school?),
  • Create and maintain project records, files and other administrative information; and
  • Help staff create PowerPoint presentations, as-needed.

Key Competencies

  • Be a legend at internal and external customer service: verbal and written,
  • You’ll have to be flexible and adaptive to complex and changing project schedules and priorities,
  • Perform assigned tasks and responsibilities in interrupted environment,
  • Respect and hold confidential information (this is important),
  • Be a good listener with the ability to discern and note important information and details (something we all help each other with!).
  • Able to work independently with minimal supervision,
  • Strong organization skills and ability to prioritize job tasks,
  • Strong attention to detail and accuracy,
  • High proficiency in software applications and equipment,
    • Microsoft Office, particularly Word, Excel and Access,
    • Receptionist phone, photocopier/scanner, fax machine,
    • US Postage meter/machine.

Experience & Requirements

  • 2+ years prior customer service, receptionist, and/or administrative assistant experience,
  • Must have a valid driver’s license to take mailings to post office or other mailing centers.

This is a great opportunity to work on a diverse array of projects and be an integral part of our employee-owned company. We offer an excellent work environment, competitive salaries, and great benefits. We work hard at providing opportunities for professional and personal growth while working for our collective success.

Interested individuals can submit a cover letter and resume to Mary Kozicki LaFontaine, Director of Employee Development & Engagement, by filling out the form on our website.

Sebago Technics embraces diversity and equal opportunity.  We are committed to building a team of employee-owners that is inclusive and represents our community in terms of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be.  As such, all employment is decided on the basis of qualifications, merit and business need; we encourage all applicants regardless of race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, veteran status, disability, or other applicable legally protected characteristics.

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