COMPANY OVERVIEW:

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 1000 employees across 8 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 – From an architectural 3D model to a completed 40 story urban building that is on time and on budget
• Special projects - Updates/remodeling for existing commercial buildings for new efficiencies
• Service - On demand and scheduled maintenance ensuring tenant comfort
• Building performance - Control systems and automation for energy improvement and minimal surprises

People love working at MacDonald-Miller – that's a F.A.C.T.:

• FAMILY – Belong to something, be known and know others have your back. You are supported, respected and will have fun going to work. You are trusted to collaborate on big jobs and empowered to own it. We are recognized as a Best Places to Work and believe people work for people, not companies. People stick around for a reason as it's more than a job.
• AUTHENTIC - You are respected and trusted with information ranging from monthly company financials to team metrics. You will be engaged with authentic and honest conversations on how to fix problems, not placing blame. Our environment is a safe place to share ideas, ask questions, and know that you are heard and contributing value to the team.
• CUSTOMER FOCUSED – We empower our employees to make decisions that correspond with our Customer Commitment. It's not just about the bottom line, we do the right thing for our customers to build trusted partnerships and prove that we're in this for the long haul. We value humility – It makes no difference how great we think we are. It's how great they think we are.   
• TRANSFORMATIVE - You will be inspired and learn as we invest in new technologies and business processes. From real-time job site video capture (MacLens), using iPads vs. paper, 3D modeling, pre-fab strategies, and leveraging sensors to detect problems before they happen – you will be on the cutting edge and continuously learning (MacTED).

ROLE OVERVIEW:

The Proposal Coordinator will report to Caleb Bradford / Proposal Manager, and will work on a collaborative team working on a variety of projects and initiatives to support the growing business. This role is responsible for supporting the New Construction Proposal Manager with proposal development and various daily clerical tasks. Ultimately, this position supports the New Construction & Campus Healthcare Project Executive Teams. S/He is expected to demonstrate a sincere desire to serve our customers and the ability to work with co-workers in a team atmosphere. The New Construction Proposal Coordinator is also expected to meet performance standards set by management and to comply with all company policies and procedures. This position reports directly to the New Construction Proposal Manager and the Executive VP for New Construction.

TOP 3 THINGS TO DELIVER IN THE FIRST YEAR TO BE A HERO:

• Input necessary sales information into CRM within the week that they are received.
• Maintain data integrity in CRM system entries and reporting, data to be reviewed by supervisor monthly.
• Complete all proposal drafts 2-3 days before they are due.

KEY ROLE ACTIVITIES:

• Provide daily support to the New Construction Proposal Manager, and sales teams. 

• Support sales team in assembling budgets and proposals by gathering and tracking quotes given from vendors.

• Create and continuously update project books.

• Complete RFQ's and Pre-Qualification documents.

• Prepare agendas, schedule meeting spaces, and manage team calendars for all meetings, events, and vacations.

• Manage proposal-related tasks as assigned for projects under pursuit by Sales Teams, including:

  • Collection and input of boilerplate information.
  • Proposal formatting.
  • Printing and assembling digital and/or hardcopy presentations.
  • Maintenance of proposal archive.

• Create, modify, and edit Adobe InDesign documents as requested by team members daily.

• Follow set protocol and adhere to all deadlines required for processing new job write-ups.

• Review e-mail correspondence regularly throughout the day, prioritize, and respond to all requests within a timely manner.

• Perform data entry in CRM for multiple sales groups as assigned.

• Assist in the planning and execution of internal and customer appreciation events, as needed. 

• Provide occasional support with computer software troubleshooting.

• Additional tasks, as required.

QUALIFICATIONS:

• Completed four year degree, or equivalent professional work experience.
• Minimum two years prior administrative or related experience.
• Prior experience in the Construction Industry is a plus.
• Above average organizational skills, with a problem-solving mindset.
• Detail-oriented with ability to handle multiple priorities from multiple sources.
• Pride in personal workmanship, and acceptance of responsibility for professionalism and accuracy.
• High level of proficiency with Microsoft Office products, including Outlook, Excel, Word, and PowerPoint.
• Proficiency or prior experience with Adobe InDesign is preferred; experience with other design software (MS Visio, MS Publisher) is a plus.
• Proficiency or prior experience with customer relationship management software, such as Microsoft Dynamics or Salesforce.
• Excellent verbal, written, analytical, persuasive, and interpersonal skills.
• Ability to perform calmly and effectively in a sometimes stressful, fast-paced, and deadline-driven environment.
• Solid proofreading and editing skills.
• A positive, “no problem” service mentality.
• Flexible with a determination to meet deadlines and exceed expectations.
• Ability to work independently, occasionally with little guidance.
• Must be an active participant and a team player.
• Ability to project a positive image of the company and him/herself to customers and coworkers.
• History of good employment attendance and driving record.

LOCATION:

Seattle HQ office (7717 Detroit Ave SW, Seattle WA 98106) in SoDo area with easy access to Downtown and West Seattle, ample parking and an onsite gym, not to mention great views! Benefits include:

• Medical, dental, vision for employee {coverage available for dependents for shared premium}.
• 401k retirement plan including Company matching.
• Holiday Pay.
• Vacation and sick leave compensation.
• Disability income protection.
• Employee and Dependent Life Insurance.
• Flexible Spending Account (Childcare).
• Employee Assistance Program.

Interested to learn more? Click Apply to start the conversation!