Helpline Administrator

SAIT; Calgary; On-site; CAD 37,000 - 38,000; Full time

Benefits offered by this job

Generous top-up in lieu of time off

LinkedIn Learning access

RRSP/TFSA group rates

Free gym access on campus

Job summary

SAIT Facilities Management is seeking an Administrative Assistant II to provide customer service via the HELPline and support the FM department with clerical duties. You will manage Archibus/CMMS work requests, enter time/costs, and assist with invoicing and data generation for dashboards.

The successful candidate is tech-savvy with strong time management and organizational skills, capable of working independently or on a team, and committed to delivering excellent service while learning and

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.

Responsibilities

• Manage Archibus/CMMS work requests: entering, prioritizing, updating, opening/closing, time/cost entries; provide in-house training and support for SAITWorks; respond to updates.
• Provide customer service via HELPline phone and email: monitor, respond to calls and messages; dispatch emergency maintenance requests.
• Perform duties related to operations, committees, special projects, team building, and office administration including requisition entry and invoice processing; support FM internal teams; conduct on-site surveys and walkthroughs.

Skills

Excellent interpersonal and komunikasi

Excellent phone etiquette

Excellent Customer Service skills

Prioritizing multiple tasks

Energy and initiative

Teamwork and independence

Education

Post-secondary diploma or equivalent

Facilities Management Professional (FMP)

Administrative Certificate (asset)

Tools

Microsoft Office Suite

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 - $27.47Placement 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.

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

• 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.