Facilities Data and Systems Coordinator

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 Facilities Data and Systems Coordinator is responsible for maintaining the accuracy and integrity of facilities drawings, space records, and facilities management systems. The role administers the Integrated Workplace Management System (IWMS), manages facility and space data across multiple platforms, and ensures accurate documentation to support campus planning, operations, and strategic decision-making.

How you’ll contribute

• Drawing Management: Maintain campus base drawings and IWMS drawings, ensuring consistency and following established drawing standards. Maintain and administer the Facilities Management drawing library, both physical and electronic records. Create and populate new space data records for property, buildings and rooms based upon newly renovated space, newly constructed buildings or new acquisition of space. Maintain drawing library catalogue and archival processes to preserve historical records and ensure current information is easily accessible. Support space management initiatives by providing accurate drawing information for planning, occupancy, and reporting purposes. Respond to requests for drawings and facility documentation, following appropriate document control practices. Point of Contact (POC) for drawings and data with the ability to be proactive and resolve data discrepancies.
• Manage Facilities Management System: Administer and maintain the Integrated Workplace Management System (IWMS) in place (Archibus), ensuring data integrity, functionality, and alignment with operational requirements. Update IWMS for existing interior space, buildings, facilities, and site documentation. Maintain accurate, complete, and current facility-related data across multiple systems, including VFA, BLIMS, and Cormant. Monitor data quality through regular audits, validation, and reconciliation activities, resolving discrepancies in collaboration with system users and stakeholders. Assist with gathering physical asset data in the field as needed to maintain asset management database. Calculate space occupancy based on building code as requested. Coordinates with Archibus vendor and hosting service to support cohesive implementation and troubleshooting system errors. Respond to requests to update and report on existing space drawings and room number assignments. Configure and maintain system records related to buildings, spaces, assets, and infrastructure to support operational and strategic decision-making.
• Training and Reporting: Training of internal and external clients on Archibus software, incorporation of data as required for reporting to third party or internal stakeholders. Creation of custom views/reports for internal and external stakeholders. Respond to regular and ad-hoc requests for facility, asset, and space data, presenting information in meaningful formats.
• Operations, Special Projects and Other Duties: Administer and maintain the Facilities Management SharePoint site. Actively participate in Committees. Contribute to team planning, process improvement, knowledge sharing, and team-building activities.

What you bring

• Certificate or Diploma in Facility Management, Architectural Technology, Engineering Technology, or a related field. Equivalent combination of experience and education may be considered.
• 3 - 5 years of experience in IWMS administration, Archibus administration, VFA, or other asset management database management. Facilities Management Professional or other facilities related designation is an asset.
• Excellent verbal and written communication skills.
• Strong data management and organizational skills, with a high level of accuracy and attention to detail.
• Demonstrated ability to take initiative and ownership of assigned processes to ensure effective, efficient, and continuous delivery of results.

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. We offer a comprehensive package including:

• Generous time off to pursue other passions and support your wellbeing.
• SAIT paid premiums for medical, dental, and vision benefits so you, and your family, are well supported.
• Benefits supporting mental health and access to Greenshield + for virtual therapy at a reduced rate.
• Access to a Health Spending or Taxable Spending Account.
• Professional development opportunities through our Free Seat Program, tuition support, access to LinkedIn Learning and discounted Continuing Education & Professional Studies courses.
• Defined Benefit pension through LAPP to help you retire with confidence.
• 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.