facilities administrative assistant.

Are you an energetic, resourceful, and tech-savvy professional looking to take the next step in your career? Randstad Professional is actively seeking a dedicated Facilities Administrative Assistant to fill an exciting, long-term contract position with our premier client as a Helpline Administrator. In this vital Administrative Assistant II role, you will serve as the core foundational pillar for the client's Facilities Management department, delivering exceptional customer service support while flawlessly managing day-to-day office administration. This business administration position offers a unique, rewarding opportunity to excel in an open, fast-paced environment where your organizational prowess and problem-solving growth mindset will directly optimize operational excellence.

As a specialized Facilities Administrative Assistant, you will operate as a key connector within the organization's corporate communication network. Working closely with internal staff, senior leaders across various departments, external integrated Facilities Management contractors, and technical consultants, you will ensure daily operational maintenance flows seamlessly. Whether you are answering urgent incoming service requests or coordinating a complex technical update with third-party contractors, your daily contributions within this business administration framework will directly influence the overall productivity and environmental well-being of the organization.

Operating within defined organizational guidelines, policies, and procedures, the Helpline Administrator exercises maturity, diplomacy, and sound independent judgment. From managing comprehensive work requests within a sophisticated computerized maintenance management system (CMMS database) to handling frontline communication inquiries with absolute professionalism, you will keep crucial office administration moving forward. If you thrive on variety, possess stellar phone etiquette, and want to align yourself with a global leader in talent solutions, we want to hear from you.

Advantages
• Competitive compensation rate established at $24.33 per hour.
• Dynamic hybrid work environment offering an excellent balance between remote work and an engaging on-site office concept.
• Valuable exposure to large-scale infrastructure operations and integrated contractor frameworks within a business administration setting.
• Opportunities to develop highly sought-after technical skills in facilities systems and database management.
• Continuous learning environment with supportive professional mentorship and peer guidance.
• Access to an international talent solutions leader connecting you to premium career growth paths.

Responsibilities
• Manage all incoming Archibus and CMMS database work requests, including data entry, setting operational priorities, tracking time/costs, and providing real-time updates.
• Provide technical in-house training and continuous support for internal software users.
• Deliver superior customer service support via the dedicated department phone helpline and email inbox during regular business hours.
• Promptly dispatch emergency maintenance work requests directly to tradespersons and technical engineering teams.
• Perform diverse office administration duties, including financial requisition entries, purchase orders, and preliminary invoice processing.
• Support corporate document management practices by serving as a designated SharePoint administrator.
• Assist with operational project coordination, including developing schedules, updating action logs, and adjusting governance documents.
• Participate actively in departmental committees, team-building initiatives, and special operational projects.

Qualifications
• Postsecondary diploma or an equivalent combination of applicable education and related administrative experience.
• An Administrative Certificate or specialized education in business administration is considered a strong asset.
• Previous call centre experience or public-facing customer service support experience is highly preferred.
• Possession of a Facilities Management Professional (FMP) designation, or a strong willingness to obtain it.
• Basic functional knowledge of general building operations, trade terminology, and physical assets.
• Comfort working within an open office concept subject to frequent daily interruptions and changing priorities.
• Ability to sit for prolonged periods looking at screens, perform light lifting, and walk/navigate across a large facility setting.

Summary
• Exceptional interpersonal skills combined with stellar written and verbal communication abilities.
• Outstanding phone etiquette and a proven track record of delivering high-quality customer service support.
• Advanced proficiency in the Microsoft Office Suite and overall tech-savviness with complex databases.
• Superior organizational and time management skills, with the ability to prioritize multiple urgent tasks simultaneously.
• Demonstrated problem-solving capabilities, adaptability, and a proactive growth mindset.
• Strong maturity, emotional intelligence, and diplomacy required to interact with diverse populations and manage stressed stakeholders.
• Ability to work autonomously with minimal supervision as well as collaboratively within a structured business administration team

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to View email address on randstad.com to ensure their ability to fully participate in the interview process. show more