Helpline Administrator

SAIT; Calgary; On-site; CAD 55,000 - 57,000; Full time

Benefits offered by this job

Generous top-up in lieu of time off

LinkedIn Learning access

Greenshield+ for virtual therapy

RRSP/TFSA participation

On-campus dining options

Fitness facilities and classes

Job summary

SAIT is seeking an energetic Administrative Assistant II to support Facilities Management. You will handle the HELPline, entry of work requests in Archibus/CMMS, and assist with requisition and invoice processing. Strong tech skills and customer focus are essential.

You will collaborate with multiple FM teams, create Power BI charts, and help maintain organized office operations. A post-secondary diploma and Microsoft Office proficiency are required.

Qualifications

• Post-secondary diploma or equivalent education/experience.
• FMP certification or willingness to obtain it.
• Proficient with Microsoft Office Suite.
• Basic knowledge of building operations terminology.
• Previous customer service experience.

Responsibilities

• Manage Archibus/CMMS work requests: enter, prioritize, update.
• Provide customer service via HELPline and email.
• Handle time/cost entry and invoicing tasks.
• Support SAITWorks training and dashboards (Power BI/Excel).
• Conduct site surveys and daily issue checks.

Skills

Customer service

Time management

Organizational skills

Communication

Teamwork

Problem solving

Growth mindset

Education

Post-secondary diploma

FMP (preferred)

Tools

Archibus/CMMS

Microsoft Office

Power BI

Excel

Job description

Facilities Management ensures SAIT's buildings and grounds are safe, functional and welcoming. Join a team dedicated to equipping learners and faculty with state-of-the-art spaces through sustainable growth.

The Opportunity

Job classification: A5904 - Administrative Assistant II

# of positions: 1

Hourly Rate: $26.54 - $27.47 Placement within the range is typically based upon a review of skills, experience, and internal equity.

Position End Date: February 5, 2027

Deadline to apply: 4:00PM, August 5, 2026

This position provides customer service and administrative support via the SAIT Facilities Management HELPline as well as general office administrative support to the Facilities Management department.

The successful candidate is energetic, resourceful and tech savvy. You are an effortless computer and technology user and demonstrate excellent time management and organizational skills. You possess superior customer service skills and an have an aptitude for learning, problem solving and a growth mindset.

How you'll contribute

Manage Archibus/CMMS work requests. This includes:

• Entering work requests
• Setting priorities and providing updates on requests
• Opening, closing and searching work requests
• Entering time/costs
• Providing in-house training and support for SAITWorks
• Providing timely response on work request updates

Provide customer service via HELPline phone and email

• Monitor HELPline phone and email inbox during regular business hours and respond to all calls and messages
• Dispatch emergency maintenance work requests to tradespersons

Perform assigned duties as required, related to:

• Operations
• Committees
• Special projects
• Team building
• Office administration including requisition entry and Invoice processing Knowledge, implementation and use of AI systems for data generation and creation of Power BI charts, Excel charts, and dashboards for FM internal teams (Campus Services, Campus Workplace Services, Lockshop, Electronic Security, Operational Readiness)
• Administrative support functions for FM Internal Teams (Campus Services, Campus Workplace Services, Lockshop, Electronic Security, and Operational Readiness teams)
• Conduct on-site survey reviews and live walkthroughs to ensure no outstanding issues on a daily basis

Qualifications

• Post-secondary diploma or a combination of applicable education & experience
• Facilities Management Professional (FMP), or willingness to obtain
• Proficient in Microsoft Office Suite,
• Basic knowledge of trade and building operations terminology
• Previous customer service experience

Skills Required

• Excellent interpersonal and communication skills
• Excellent phone etiquette
• Excellent Customer Service skills
• Proficient in prioritizing multiple tasks
• Possess a high degree of energy and initiative
• Ability to work both independently with moderate or little supervision and as a part of a team

Preferred

• Administrative Certificate/Education an asset
• Call Centre Experience an asset

We sincerely thank all applicants for their interest in this opportunity. We understand how important communication is, and we are committed to following up with every candidate. Please know that each application is thoughtfully reviewed, and you will hear from us either way.

Together, we build bold futures

At SAIT, we equip you with the resources you need to shape bold futures for yourself and our communities. Eligibility and offerings may vary by employment contract and can include:

• - Generous top-up in lieu of time off and benefits
• - Professional development opportunities through access to LinkedIn Learning and discounted Continuing Education and Professional Studies courses
• - Access to Greenshield+ for virtual therapy at a reduced rate to support your well-being
• - Ability to contribute to RRSP or TFSA with reduced group rates
• - Excellent dining options on campus
• - Free access to our fitness facilities and group fitness classes

About SAIT

At SAIT, we’re building bold futures. We’re a community of tenacious problem-solvers, inventive thinkers, and passionate collaborators who believe in doing work that matters.

Named one of Alberta’s Top Employers, we’re driven by a desire to create an impact in our community. If you’re looking for a place where purpose meets possibility, you’ve found it here.

We’re committed to community and belonging

Community and belonging is essential to achieving SAIT's vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about Community and Belonging at SAIT.