Maintenance Contract Admin 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
• Performance Contracting -- 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.

Maintenance Contract Admin: This is where you come in.

We’re seeking a Maintenance Contract Admin to oversee the validation and tasking of existing Service Maintenance contracts. This role involves breaking down tasking in the Wennsoft System, executing maintenance re-tasking, validating corrections, and collaborating closely with Account Executives and Area Operations Managers to ensure accuracy and efficiency.

Top 4 things to deliver in the first year to be a hero:

• Ensure Accuracy & Minimize Risk – Review all new maintenance contracts to identify and mitigate risks, properly book them into the service system, and set up tasking and billing.
• Manage Contract Adjustments – Process contract changes, cancellations, and agreement escalations efficiently to maintain seamless operations.
• Drive Innovation & Process Improvement – Proactively identify opportunities to enhance and streamline existing processes across all areas.
• Optimize Contract Profitability – Collaborate with Area Managers to analyze and improve contract profitability at both individual and zone levels.

The Maintenance Contract Admin reports to Rachel Hume, Maintenance Contract Admin Manager, and is part of a collaborative team supporting a variety of projects and initiatives that drive our growing business. This high-impact role interacts across all levels and departments, with a strong focus on collaboration with Sales and Accounting teams.

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

You should have…

• At least 2 years of experience in contract administration.
• A background in accounting.
• Experience in the construction or mechanical contracting industries is a plus!

And everyone you work with should describe you as…

• Highly detail-oriented, ensuring accuracy and precision in everything you do.
• Skilled at building strong relationships with a diverse range of people.
• Independent and self-motivated, while also being a collaborative team player.

And you should be motivated by...

• Taking initiative to learn and solve challenges independently. If you require constant guidance or a micro-manager, this may not be the right fit for you.
• Thriving in a fast-paced, results-driven environment where you’re encouraged to take on more responsibility and achieve greater success each year.
• Enjoying a dynamic, transparent workplace that embraces innovation, fosters creativity, and maintains a supportive, family-like culture.

Compensation: $26-$30 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

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 to learn more?

If you’re ready for an adventure, and are interested in being considered for this role, click apply to start the conversation!

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.