Maintenance Contract Administrator

Job Description

Job Description

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 1,600 employees across 14 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 & 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

Maintenance Contract Administrator: This is where you come in.

We’re seeking a Maintenance Contract Administrator who will play a key role in supporting our Building Services divisions through the accurate review, timely setup, and ongoing administration of customer maintenance contracts and related documentation. In this role, you’ll partner closely with Sales, Operations, and internal support teams to ensure approved agreements are properly entered into company systems and service schedules are established accurately and on time.

The Maintenance Contract Administrator is expected to demonstrate a strong commitment to customer service, operational excellence, and accuracy while serving as a trusted resource for both internal and external stakeholders. Success in this role requires strong organizational skills, keen attention to detail, and the ability to effectively manage multiple priorities in a fast-paced, deadline-driven environment.

Top 5 Things to Deliver in Your First Year to Be a Hero:

1. Accurately review and set up all new maintenance agreements and contract addendums to ensure compliance, proper system entry, and a smooth customer handoff.
2. Coordinate the launch of new maintenance agreements by assigning tasks, establishing service schedules, and generating work orders on time and without errors.
3. Efficiently manage contract update requests from the field, including location changes, scope revisions, and other adjustments that keep agreements current and accurate.
4. Process contract cancellations and service holds promptly while ensuring all actions align with company procedures and customer expectations.
5. Become a trusted point of contact for internal teams and customers by responding quickly to inquiries, resolving issues professionally, and delivering excellent service.

The Maintenance Contract Administrator 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…

• A minimum of two years of prior administrative experience.
• Experience with contract setup, data entry, and database management preferred.
• Proficiency in Adobe Acrobat and Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint.
• Strong verbal, written, analytical, interpersonal, and active listening skills.
• Excellent organizational skills with a high level of accuracy and attention to detail.

And everyone you work with should describe you as…

• Calm, effective, and dependable under pressure in a fast-paced, deadline-driven environment.
• Highly organized, detail-oriented, and skilled at managing multiple priorities at once.
• Collaborative and adaptable, able to work well with a variety of personalities with minimal supervision.
• Someone with a positive, “no problem” customer-service mindset who is always willing to help.
• Goal-oriented and reliable, consistently meeting deadlines while adapting to changing priorities.
• Self-motivated and equally effective working independently or as part of a team.

And you should be motivated by...

• Being a trusted partner who helps customers improve comfort, efficiency, and overall building performance.
• Thriving in a lean, results-driven environment where initiative, ownership, and achievement are recognized.
• Enjoying a transparent, innovative, and supportive culture where people work hard and have fun doing it.

Benefits

Compensation: $29-$35 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.