Vendor Services 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 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.

Vendor Services Coordinator: This is where you come in.

The Vendor Services Coordinator is responsible for reviewing and setting up all vendor portals and processing customer registrations as they come in. This role involves close collaboration with our accounting, sales administration, and operations teams to ensure all requests are accurately completed. Serving as a liaison between internal MM staff and external customers, the Coordinator maintains constant communication to keep everyone on track with processing updates for vendor requests.

Key responsibilities include preparing and presenting performance reports, analyzing data to identify areas for improvement, and documenting and communicating various vendor service requests. The ideal candidate is highly organized and excels in open, clear, and timely communication with both internal and external stakeholders.

In return for achieving ambitious goals, you’ll be rewarded with increased responsibilities, numerous growth opportunities, and more freedom than you've likely experienced before.

Top deliverables in the first year to be a hero:

• Efficiently manage incoming vendor email requests.
• Maintain and update various vendor portals to ensure timely and accurate information.
• Analyze performance data from vendor portals to identify opportunities for improvement.
• Develop and implement action plans based on performance analysis.
• Ensure effective communication with both internal and external customers.
• Work closely with customers to verify the accuracy and proper submission of documents and requests.
• Collaborate with management to streamline operations and enhance service delivery.

The Vendor Services Coordinator reports to Ashley Skelton, Service Coordination Manager, and operates within a collaborative team environment. This role is highly visible and involves working on diverse projects and initiatives to support our growing business. The position requires interaction with all levels and functions within the organization.

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

You should have…

• Proven ability to deliver results efficiently and on time
• Strong problem-solving skills and a track record of effective solutions
• Proficiency with office software, particularly MS Word, Excel, and Outlook

And everyone you work with should describe you as someone who has…

• A strong work ethic

• Adaptability
• Passion and positivity

And you should be motivated by…

• Empowering yourself to learn how to do something.  If you need a ton of handholding or a micro-manager boss, this is not the place for you
• Working in a lean, results-oriented environment, where you’ll be expected to do more, take on more, and achieve more every year
• Having fun in an environment high on transparency, open to innovative new approaches with a supportive family feel

Compensation: $31 to $36/hour

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.

This role can be based in either office location:

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. 

Our East Portland office, located at 12911 NE Airport Way, Portland, OR 97230. This location offers the best of both worlds - convenient access to the city with the ease of free on-site parking and a low-traffic commute. The office itself is bright, open, and designed to foster collaboration, with a strong team-oriented culture. Whether you’re supporting operations, construction, or corporate services, you’ll feel connected, valued, and part of a team that’s building something great in the Pacific Northwest.

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.