Maintenance Contract Administrator

MacDonald-Miller Facility Solutions • Seattle, WA

2d • Onsite

About The Position

MacDonald-Miller Facility Solutions (MacMiller) is seeking a Maintenance Contract Administrator to support its Building Services divisions. This role is crucial for the accurate review, timely setup, and ongoing administration of customer maintenance contracts and related documentation. The administrator will collaborate with Sales, Operations, and internal support teams to ensure agreements are correctly entered into company systems and service schedules are established accurately and on time. The position requires a strong commitment to customer service, operational excellence, and accuracy, serving as a trusted resource for both internal and external stakeholders. Success depends on strong organizational skills, keen attention to detail, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Requirements

• 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.
• 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.

Nice To Haves

• Experience with contract setup, data entry, and database management.

Responsibilities

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

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed