Building Services Administrator

At MacDonald-Miller Facility Solutions (“MacMiller”), the Northwest’s leading mechanical contracting firm, we design, deliver, and service HVAC, plumbing, and automation system solutions for commercial buildings. With more than one thousand employees across ten offices, there’s a breadth and variety of work to keep you engaged and inspired.

We have a well-respected history of exceeding our customers’ expectations and executing with distinction. Our clients trust their toughest projects to 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 to create new efficiencies.
• Service – Scheduled preventive maintenance ensuring tenant comfort and 24/7 emergency response.
• Building Performance – Control systems, fault detection, energy services, and remote monitoring.
• Energy & Sustainable Solutions - Acting as the Prime Contractor, we deliver design-build, energy-efficient solutions in the built environment for both private and public sector clients.

People love to work at MacDonald-Miller 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 unique strengths that help us achieve our shared 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 hard hats and boots; it’s an attitude and an 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! – Taking 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.

Building Services Administrator

This is where you come in.

We're looking for a highly organized and customer-focused Building Services Administrator to support our Service Maintenance sales team. In this role, you'll play a critical part in ensuring our Account Executives have the administrative support, resources, and information they need to serve customers effectively and grow our business.

Success in this position requires a strong commitment to both internal and external customer service, exceptional attention to detail, and the ability to thrive in a fast-paced, deadline-driven environment. You'll leverage your organizational skills to coordinate activities, manage documentation, track critical information, and produce accurate, professional deliverables that meet the needs of our customers and sales team.

Top Deliverables in Your First Year

To be a hero in this role, you'll:

• Provide administrative support for assigned Account Executives, including CRM tracking, SharePoint site management, proposal preparation, sales research, and customer requests.
• Consistently meet reporting deadlines and deliver accurate, high-quality sales documentation.
• Build and maintain strong relationships with our existing maintenance customers by delivering exceptional service and support.
• Organize, track, and follow up on action items while facilitating effective communication between internal teams and stakeholders.

Your Background: What Kind of Person Will Thrive in This Role?

You should have:

• A minimum of four years of administrative experience.
• Proficiency with Adobe Acrobat and Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Strong verbal, written, analytical, interpersonal, and active listening skills.
• The ability to work effectively and professionally in a fast-paced, deadline-oriented environment.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• The ability to work collaboratively with a wide variety of personalities and teams with minimal supervision.
• A positive, customer-focused "no problem" attitude and service mindset.
• The ability to set goals, meet deadlines, adapt to changing priorities, and take ownership of responsibilities.
• The ability to work both independently and as part of a team.

Everyone You Work With Should Describe You As:

• Dedicated and dependable, with a strong work ethic and commitment to excellence.
• Adaptable and resilient in changing environments.
• Highly organized, with excellent time management and follow-through.
• Customer-focused and committed to delivering exceptional service.

You Should Be Motivated By:

• Supporting a talented team and helping drive business success.
• Taking ownership of your growth and professional development.
• Working in a lean, results-oriented environment where initiative and accountability are valued.
• Solving problems, staying organized, and helping others succeed.
• Being part of a transparent, innovative, and supportive culture where your contributions make a direct impact.

Compensation: $32/hr to $41/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 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.