Office Coordinator

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 1400 employees across 12 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 installation 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 Controls - 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 take ourselves too seriously. It’s possible to be both serious professionals and good-natured people you enjoy working with. We strive to be both.

Office Coordinator: This is where you come in.

We are seeking an Office Coordinator to provide crucial administrative and project-based support to the Oregon General Manager while overseeing various functions within MacDonald-Miller’s Corporate Services. This role spans Workplace Services, Facilities, Marketing, and HR, supporting our Oregon business operations. As a key liaison between our Oregon teams and centralized corporate departments, you will maintain strong connections with Seattle-based teams while serving as the local go-to resource for Oregon offices.

This position is essential to the smooth day-to-day operations of our Oregon business, acting as a primary contact for staff and a coordinator for centralized services. In return for driving results and meeting ambitious targets, you'll be rewarded with greater ownership, significant growth opportunities, and more autonomy than you've likely experienced in your career.

Top deliverables in the first year to be a hero:

• Facilities and Workplace Management: This includes overseeing the maintenance and functionality of office facilities, coordinating with contractors and vendors, managing supplies, handling mail, and ensuring the office environment is clean and safe. It also involves scheduling preventative maintenance and managing access control systems.
• Administrative and Project Support: Providing administrative assistance to the Oregon GM and supporting various office-based projects. This involves tasks like document editing, data management, creating presentations, and coordinating office events and internal meetings.
• Vendor and Contractor Coordination: Securing, managing, and overseeing the performance of contractors and vendors such as janitorial, security, and landscaping teams. This role also supports vendor invoicing and payment processes.
• Employee Support and HR Coordination: Supporting HR functions like new hire onboarding, collecting documents, addressing employee inquiries, and assisting with internal communication. Additionally, helping with travel coordination and food requests for office members.
• Marketing and Communication Support: Assisting with marketing activities, such as scheduling photo shoots, proofreading materials, maintaining customer lists in CRM systems, and helping create quarterly update videos in collaboration with the GM.

The Office Coordinator reports directly to Jon Hay, Oregon General Manager. As part of a collaborative team, this role supports a wide range of projects and initiatives that drive our business growth. With significant visibility, it involves regular interaction with employees at all levels and across various departments within the organization.

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

You should have…

• A minimum of three years of experience in administrative, HR, facilities, or marketing roles.
• Proven ability to work independently, managing activities for a branch location while coordinating with centralized services located out of state.
• High school diploma or equivalent; an Associate or Bachelor’s degree in Business or a related field is preferred.
• Strong writing, proofreading, and editing abilities, coupled with excellent organizational skills.
• Exceptional communication skills, both verbal and written, with a strong aptitude for analysis, persuasion, and interpersonal interaction.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

And everyone you work with should describe you as…

• Exhibits a positive, professional attitude with a strong customer service mindset.
• Thrives under pressure and maintains composure in challenging situations.
• Consistently sets and achieves goals, meets deadlines, and adapts to changing responsibilities with ease.
• Works effectively both independently and as part of a team.
• Demonstrates reliability with regular, predictable attendance and adherence to the assigned work schedule.

And you should be motivated by…

• Thriving in a dynamic, fast-paced environment where your contributions directly impact the success of the team and business.
• Taking ownership of your growth, learning new skills independently, and embracing challenges - this isn’t the place for those who need constant hand-holding or micromanagement.
• Working in a lean, results-driven setting, where you're encouraged to take on more responsibility, continuously improve, and exceed your goals year after year.
• Enjoying a transparent, innovative workplace that fosters creativity, collaboration, and a supportive, family-like culture.

Compensation: $25-$31/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 office at 14275 NW Science Park Drive offers several advantages, including access to nearby parks and trails for outdoor activities, a variety of restaurants, coffee shops, and retail options, as well as convenient public transit connections for an easy commute.

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.