Maintenance Contract Administrator

At MacDonald-Miller Facility Solutions (“MacMiller”) we make buildings work better. As the Northwest’s leading mechanical contracting firm, we design, deliver and service HVAC, plumbing and automation system solutions for commercial buildings. With our over 1500 employees across 15 offices, there is a breadth and variety of work to keep you engaged and inspired.  

We enjoy a well-respected history of exceeding our customers’ expectations and executing with distinction. Our clients trust their toughest projects with our integrated teams, including:  

• New construction – Engineering, fabrication and install of mechanical systems for new projects following lean construction practices  

• Special projects – Retrofits and mechanical repairs for existing buildings for new efficiencies  

• Service - scheduled preventative maintenance ensuring tenant comfort, and 24/7 emergency response  

• Building performance – Control systems, fault detection, energy services and remote monitoring 

People love to work at MacDonald-Miller, and it’s because we all share the same Core Culture Values:  

• Collaboration – Diverse players, one team, a common vision. Collaboration is our foundation and critical to the success of the company. Every team member is valued and brings a diversity of strengths to help us meet our common vision. 

• Dedication – We are dedicated to personal and professional excellence. We execute with distinction by doing the right thing and following through on our commitments.  

• Safety – Everyone deserves a safe workplace. Safety is more than hardhats and boots, it’s an attitude and the environment we create. Every day, everyone goes home to their families.  

• Community – We are proud to be part of MacDonald-Miller. We actively seek to build relationships and know each other as individuals. Together we create an environment that is welcoming, caring, and trusting.  

• Innovation – We are committed to continuous, creative problem solving. Innovation is how we stay an industry leader. We always strive to challenge and better ourselves. 

• Fun! – Take the work seriously, but never taking ourselves too seriously. It’s possible to be both serious professionals and good-natured people you enjoy working with. We strive to be both. 

Requirements

Maintenance Contract Admin: This is where you come in. 

We’re looking for a Maintenance Contract Admin to be the expert in all things maintenance contracts – post sale. Your main tasks will be to enter data for maintenance accounts and contracts into our accounting software. You will also work closely with our service sales executives and operations teams, to ensure that approved agreements are signed by all parties involved and accurately input into our systems. You are expected to have an impeccable eye for detail, and high levels of organizational skills. In return for achieving aggressive goals, you’ll get rewarded with more to own, a ton of growth opportunities, and more freedom than you’ve probably ever had. 

Top deliverables in the first year to be a hero: 

• Review and set up all new agreements. 

• Manage tasking and schedules for new and existing maintenance contracts. 

• Process contract requests from the field via location update emails. 

• Help to keep a clean record of contacts and billing customers. 

• Work closely with customers to ensure invoices are correct and submitted through proper channels. 

The Maintenance Contract Admin role reports to Rachel Hume - Maintenance Contract Admin Supervisor on a collaborative team working on a variety of projects and initiatives to support our growing business. This highly visible role interacts with all levels and functions within the organization. 

Your Background: What kind of person will thrive in this role? 

You should have… 

• Expertise in maintenance contract and invoice handling processes 

• Minimum three years of admin experience using various computer programs. (GP/Wennsoft experience is a plus!) 

• Experience with research and problem solving 

And everyone you work with should describe you as… 

• Having an incredibly strong work ethic 

• Passionate and positive with a can-do attitude 

• Adaptable in ambiguous situations and a great collaborator 

• A reliable team player 

And you should be motivated by… 

• Ensuring smooth operations and customer satisfaction through accurate contract management and proactive problem-solving. 

• Empowering yourself to learn how to do something. If you need a ton of handholding or a micro-manager boss, this is not the place for you 

• Working in a lean, results-oriented environment, where you’ll be expected to do more, take on more, and achieve more every year 

• Having fun in an environment high on transparency, open to innovative new approaches with a supportive family feel 

Benefits

Compensation: $25-$29 hourly  

MacDonald-Miller Facility Solutions presently provides employee coverage for: 

• Medical, dental, vision for employees (coverage available for dependents for shared premium). 

• 401k retirement plan including Company matching. 

• Vacation and Sick Compensation (PTO), and Holiday Pay! 

• Disability income protection including short term and long-term disability. 

• Employee and dependent life insurance. 

• Wellness Program. 

• Employee Assistance Program. 

Where you will work 

This is an in-office position. You will be expected to be in the office 5x/week for training, and a hybrid schedule can be discussed once you’re on your feet. Mondays are a non-negotiable in-office day. 

Our Seattle HQ office (17930 International Blvd, SeaTac, WA 98188) has easy access to the SeaTac International Airport, ample secured parking, and newly renovated office facilities - not to mention great views! Neighborhood amenities include an onsite deli, restaurants, and convenient freeway/airport access.   

Interested in learning more?  

If you’re ready for an adventure and are interested in being considered for this role, click apply to start the conversation! Or if you know someone who currently works at MacDonald-Miller, reach out to them to get introduced to the team! 

MacDonald-Miller Facility Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.