Shared Services Administrator

Help Engineer the Future of the Built Environment

As North America’s leading consulting engineering firm, Criterium Engineers has been trusted for over 60 years to provide expert evaluations and insights into both new construction and existing buildings. Our clients include anyone with a vested interest in the built environment — real estate investors, developers, community associations, property managers, and everyday homeowners — who need clear, reliable information about the properties they own, manage, or call home.

We are a growing, forward-thinking, and open-minded company where collaboration, diverse perspectives, curiosity, continuous learning, and a healthy work-life balance thrive. Our team builds on innovation and is passionate about sharing knowledge, exploring fresh ideas, and developing new approaches that make a real impact in our community.

Criterium Engineers is hiring a motivated team player to be our new Shared Services Administrator. Criterium’s Shared Services Organization [SSO] supports internal functional teams as well as our affiliate offices in areas related to Risk Management, Technology, Business Administration and Human Resources.

The Administrator will be responsible for implementing administrative systems and procedures and monitoring administrative projects. An ideal candidate for this position enjoys working in a fast-paced environment that offers variety in both team tasks and individual responsibilities. The Administrator will be exceptionally comfortable using and learning a variety of computer applications and appreciates the value of efficient solutions for improving workflow.

Criterium Engineers: Building expertise to create a better world.

Location:  Freeport, ME

Salary Range: $48,000 - $56,000 annually

The Shared Services Administrator is a crucial support role managing essential data and administrative systems for the Shared Services Organization [SSO], which provides support services across the enterprise related to People, Processes and Technology. Focused on timely processing and compliance, the Shared Services Administrator is responsible for ensuring affiliate and staff data related to training and onboarding, events, risk management, monthly reports, and other business activities are properly received, updated and accessible. The Administrator also monitors, implements, and improves administrative systems and procedures to support business needs. Building strong internal relationships as well as strong communication and organization skills are essential to delivering operational efficiency while essentially handling the 'nuts and bolts' of Shared Services programs.

ESSENTIAL JOB FUNCTIONS:

• Manage affiliate data processing and track compliance obligations for individual Franchise offices, including monthly reporting, business and financial performance, and training completion logs.
• Monitor and process Certificates of Insurance for the Risk Management and Insurance programs.
• Maintain and update intranet content in collaboration with related subject matter experts.
• Manage orders and inventory for branded materials, including employee appreciation and event-specific materials, annual award plaques, new hire and field staff equipment, and affiliate office brand-specific requests.
• Manage administrative travel and support operational travel systems, including auto rental program compliance tracking.
• Manage office supplies inventory and assist in oversight of major office equipment (copier, etc.) maintenance schedule.
• Participate, as needed, in the activities of internal organizational working groups, to support ongoing activity, maintenance of documentation, and cross-team communication.
• In collaboration with Senior Leadership, administer employee appreciation programs.
• Publish internal communications, including Criterium’s monthly People and Culture newsletter and monthly staff update notices.
• Administer recruiting, training and onboarding programs. Initiate and drive related content revisions as scheduled.
• Assist with trade show and event planning activities, including oversight of rooming and travel reservations as well as purchase and shipping of materials as required.
• Build and sustain partnerships with key stakeholders and departments, including Affiliates, Finance, Marketing and others.
• Participate in the preparation of documents, including contractual agreements and renewals and internal reports.
• Monitor and maintain Document Control systems for internal programs. For example, initiating scheduled updates to policy documents by issuing Document Control review notices.
• Crosstrain and provide back-up coverage for administrative functions in other teams as assigned by supervisor.
• Provide clear and responsive communication in response to inquiries.
• Consistent with Criterium Engineers protocols and policies, maintain confidentiality regarding sensitive information related to clients, affiliate offices, and staff.
• Resolve administrative problems through analysis, collaboration, and identify solutions.
• Other duties as assigned by supervisor.

QUALIFICATIONS

• Associates degree in a business discipline with 2-5 years of related experience providing departmental support or equivalent combination of education and experience
• Comfortable and capable of utilizing a variety of computer interfaces and software including MS Office, database systems, client and/or project management platforms, and productivity apps
• High level of capability learning new software applications such as database systems, client and/or project management platforms, and productivity apps.
• Exceptional organization and communication skills.
• Ability to focus and prioritize to meet deadlines and respond appropriately to shifting priorities.
• An orientation toward continuous improvement.
• Ability to collaborate at all levels of the organization.
• Critical thinking mindset effective at problem solving.
• Knowledge of small business development a plus.
• Comfort navigating stressful situations and balancing multiple streams of work.
• Candidate must be authorized to work in the U.S.

Criterium Engineers is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Job Type: Full-time

Pay: $48,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Administration Support: 2 years (Required)

Work Location: Hybrid remote in Freeport, ME 04032

Salary : $48,000 - $56,000