Employee Experience Coordinator (HR)

Description

POSITION SUMMARY

At Sebago Technics, great things happen because of great people—and the Employee Experience Coordinator plays a key role in making that possible! This role is all about creating an amazing first impression for our new hires and keeping the employee-owner experience smooth, supportive, and downright enjoyable every step of the way. The Coordinator is an essential part of our HR team, working closely with the Director of Employee Experience to ensure HR functions operate efficiently. From welcoming new team members with a seamless onboarding process to maintaining accurate employee records, assisting with benefits, life events, workers’ compensation, and family medical leave, this role is a visible, trusted resource. Plus, you will plan awesome employee events that bring our team together and support a vibrant, connected culture. If you are organized, flexible, love helping others, and want to be part of something truly special, this role is for you!

EXPECTATIONS

· Champion a positive workplace culture by modeling employee-ownership values—collaboration, inclusion, and accountability.

· Uphold professionalism and integrity, protecting confidentiality and representing HR in a friendly, solution-focused manner.

· Own and structure your work by taking initiative, staying ahead of deadlines, and maintaining smooth HR processes.

· Stay flexible and proactive, stepping in where needed and adapting to evolving priorities.

· Continuously enhance the employee experience by applying creative thinking, effective communication, and ongoing learning in HR trends and compliance.

KEY COMPETENCIES

· Confidential & Ethical
Exercises sound judgment in handling sensitive information and upholds professional standards.

· Adaptable & Responsive
Stays flexible in the face of shifting priorities and evolving workplace needs.

· Collaborative
Builds strong relationships across departments and contributes to a supportive, team-oriented environment.

· Organized & Detail-Oriented
Brings structure to processes, tracks details carefully, and ensures timely, accurate execution.

· Creative & Solutions-Focused
Introduces innovative ideas to enhance communication, programs, and employee experience.

· Growth-Minded & Culturally Aligned
Pursues continuous learning and reflects the values of a responsible, employee-owner culture.

RESPONSIBILITIES

Preboarding & Onboarding Support

· Serve as the main point of contact for new hires from offer acceptance through their first day, providing clear communications, guidance on required documents, and onboarding expectations.

· Coordinate all preboarding logistics, including system registrations, collection and recording of driver's licenses, professional licenses, and certifications. Collaboration with IT and Facilities to ensure timely setup of equipment, systems, and workspace.

· Prepare and maintain new hire documentation, ensuring compliant Form I-9, and accurate creation of employee files.

· Plan and manage a structured onboarding experience, including HR orientation, departmental training, key introductions, and regular check-ins.

· Lead new hire orientation sessions, introducing employees to company policies, culture, and key resources.

Employee Benefits Administration

· Support benefits administration alongside the Director of Employee Experience and CFO, including health, dental, vision, life insurance, disability, FSA, wellness programs, and 401(k).

· Assist employees with benefits inquiries, enrollment, changes, claims, and life event updates, acting as a primary point of contact, and guide them through self-enrollment systems.

· Support annual Open Enrollment efforts and benefits renewal communications; manage COBRA initial notices and provide assistance when coverage ends or employment terminates.

· Maintain accurate benefits records and coordinate with payroll and finance on deductions and eligibility notifications, while organizing benefits-related events and informational sessions.

Compliance & Leave Support

· Conduct regular audits of employee files, medical records, I-9s, driver’s licenses, professional licenses, licensures, and certifications to ensure accuracy and compliance.

· Support the Workers’ Compensation process, including filing First Reports of Injury and coordinating follow-up actions.

· Coordinate with external partners, including MEMIC for workers’ compensation claims and Occupational Health for scheduling appointments.

· Administer and track employee leave under FMLA, MFML, and MPFL, ensuring proper documentation and follow-up.

· Partner with the Director of Employee Experience to manage compliance training, including VDT, Sexual Harassment and Discrimination, CPR/First Aid, and OSHA 10.

· Ensure workplace compliance by ordering and posting federal and state employment notices, supporting compliance reporting, preparing audit materials, and keeping leadership informed.

Employee Engagement, Events & General HR Support

· Coordinate logistics for employee engagement activities, including ESOP month, holiday and summer events, recognition programs, wellness initiatives, and other events as needed.

· Assist with the Employer-Owner Handbook and support updates to HR policies as required.

· Maintain accurate and confidential personnel files in compliance with company policies and regulations.

· Support the Director of Employee Experience with HR initiatives, special projects, internal communications, and new people strategy efforts such as internship programs; may assist with recruitment efforts as needed.

· Provide responsive employee support, addressing HR inquiries and escalating issues when necessary.

· Organize or assist with training events, compliance sessions, and participate in workgroups or committees as assigned.

· Take on other duties as necessary with adaptability and a team-first mindset. 

Requirements

EDUCATION AND EXPERIENCE 

· Bachelor’s or Associate’s degree a plus.

· Entry-level HR experience welcome; 1-3 years preferred.

· Experience with HRIS systems is a plus.

· Strong organizational skills, typing, and proficiency in Microsoft Office.

· Excellent written and verbal communication skills.

PHYSICAL REQUIREMENTS

· Primarily office-based work, involving sitting at a desk and using a computer for extended periods.

· Occasional lifting and setup for events; lifting is minimal and does not involve heavy loads.

· Ability to move around the office and event spaces as needed.

· May require occasional day travel to regional offices.