Sales Operations Specialist

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 one thousand employees across 10 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
• Energy and Sustainable Solutions - Acting as the Prime Contractor, we deliver design-build energy-efficient solutions in the built environment for private and public sector clients  

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

Sales Operations Specialist: This is where you come in.

As a Sales Operations Specialist, you will be a central force in driving sales enablement and operational excellence within our specialized business unit. Reporting to the Sales Operations Lead, you’ll support CRM accuracy, project handoffs, proposal development, and seamless coordination across teams. Your work will streamline processes, strengthen communication, and ensure that sales activities align with broader business goals. The ideal candidate is highly organized, proactive, and thrives in a fast-paced, collaborative environment where attention to detail and strong follow-through make a visible impact.

Top deliverables in the first year to be a hero:

• CRM Oversight & Sales Support
• Maintain and optimize systems to ensure visibility, reporting, and responsiveness.
• Keep CRM data accurate and up to date to support timely reporting and strategic planning.
• Route RFPs to the right internal teams for evaluation and action.
• Draft and distribute winning emails to internal teams and client stakeholders.
• Submit and reconcile expense reports in line with company policy.
• Coordinate industry memberships, sponsorships, and renewals.
• Ongoing Project Support
• Ensure smooth project transitions and maintain visibility across departments.
• Support pursuit-to-project handoffs by initiating job setup and verifying system accuracy.
• Maintain project lifecycle records for accounting, sales tracking, and operational reference.
• Ensure all relevant project data is accessible and properly documented from start to finish.
• Proposal & Administrative Coordination
• Collaborate with the Sales Operations Lead to create compelling proposals for T&M, Sustaining, and Lump Sum contracts.
• Organize internal tools, templates, and sales resources for efficiency.
• Provide day-to-day administrative support, including scheduling, document management, and meeting coordination.
• Cross-Functional Collaboration
• Serve as a bridge between teams to align and execute shared goals.
• Coordinate with departments to streamline workflows and support business unit objectives.
• Gather client feedback and performance metrics to drive continuous improvement.
• Contribute to the refinement of sales operations tools, processes, and best practices.
• Leadership Support & Task Management
• Support the Business Unit Director and Sales Operations Lead in operating efficiently and strategically.
• Manage schedules, communications, and priorities for business unit leadership.
• Prepare high-quality presentation materials, agendas, and reports for internal and client meetings.
• Coordinate logistics for travel, events, and meetings to ensure smooth execution and professionalism.

The Sales Operations Specialist reports to Kalea Borling, Sales Operations Lead, and will be part of a collaborative team driving a variety of projects and initiatives to support our growing business. This high-visibility role offers the opportunity to engage with all levels and functions across the organization.

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

You should have…

• A strong track record of delivering exceptional customer service with a results-driven mindset.
• Outstanding organizational and time management skills to balance multiple priorities effectively.
• Excellent communication skills, both written and verbal, to engage with stakeholders and ensure clarity.
• Sharp attention to detail to maintain accuracy in reporting, project setup, and documentation.
• A collaborative spirit to work seamlessly with cross-functional teams and align on shared goals.
• Strong problem-solving skills and adaptability to navigate challenges and drive successful outcomes.

And everyone you work with should describe you as…

• An effective and clear communicator.
• Highly goal- and results-oriented.
• Proactive, with a strong sense of initiative.

And you should be motivated by…

• Taking initiative and figuring things out independently — if you need constant guidance or a micro-managing boss, this isn’t the place for you.
• Thriving in a fast-paced, results-driven environment where you’re expected to take on more responsibility and achieve more each year.
• Enjoying a transparent, innovative, and supportive work environment with a close-knit, team-focused culture.

Benefits

Compensation: $30/hr to $39/hr

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

Our Portland West office (14275 NW Science Park Drive, Portland, OR 97229) offers the ideal blend of a peaceful, campus-style environment and nearby conveniences. Just minutes away, you’ll find popular spots like Thirsty Lion, Pastini, MOD Pizza, and Ava Roasteria, along with outdoor escapes such as Forest Park and Tualatin Hills Nature Park - perfect for a midday breather or an after-work recharge. With quick access to Highway 26 and a thriving professional community, it’s a welcoming and enjoyable place to build your career.

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.