The Construction Special Projects Project Expeditor is responsible for effectively supporting the Construction Special Projects Account Executive Team and Trade supervisors. The main responsibility of this position is assisting the sales team and project managers with all activities following the turnover of a project to operations. S/He is expected to demonstrate on a daily basis a sincere desire to serve our customers and the ability to work with co-workers in a cooperative manner. The Construction Special Projects Project Expeditor is also expected to meet performance standards set by management and to comply with all company policies and procedures. S/He reports directly to the Construction Special Projects Sales Manager.


  • Maintain 24 hour response time for all urgent and/or important email correspondence.
  • Enter critical production information onto production meeting reports within 48 hours of notification.
  • Meet all deadlines for producing Closeout Documents.


The Construction Special Projects Project Expeditor possessing the listed knowledge, skills and abilities is accountable for the following:

  • Assist with meeting planning and coordination for weekly production meetings, update labor hours in tracking form on a weekly basis, and assist with any project needs that arise from the production meeting discussion.
  • Routine administrative functions such as create hard files, copies, track down information or documents, archives hard and e-file.
  • Assist with production reports, maintaining documents in job directory, permitting, closeouts, etc.
  • Proactive and flexible attitude in assisting with urgent matters that may arise daily.
  • Assist all Construction Special Projects account executives and project managers with project-oriented tasks, as needed:
    • Equipment O&M’s & submittals; change orders & contracts, requests for information (RFI’s); purchase order tracking; as-built drawings; closeout documents.
    • Billings, subcontracts, estimates, supplier quotes, & sub quotes; scheduling; service call; etc.
  • Assist with ongoing initiatives and process improvements (lean): research & development; documentation, and maintenance.
  • Work with field personnel to facilitate communication, coordination, and other tasks.
  • Provide timely and constructive feedback to key personnel concerning projects.
  • Positively represent team at company events and presentations.
  • Develop positive rapport with customers, co-workers and municipalities that builds constructive and effective relationships
  • Increase skills by studying HVAC and plumbing design.
  • Understand, accept and support MacDonald-Miller Facility Solutions’ Operating Guidelines, Operational Beliefs and Customer Commitment.
  • Perform additional project-related tasks, as assigned.

This is a condensed job description. It is not intended as an employment contract, nor is it intended to describe all duties this position may perform.


The candidate must possess the following knowledge, skills and abilities:

  • Minimum two years of prior administrative or project assistance experience.
  • Proficient in using Microsoft Office products, including Outlook, Excel, Word, and PowerPoint.
  • Experience with Smartsheet and CRM Dynamics 365 preferred.
  • Possess excellent verbal, written, analytical, persuasion and interpersonal skills.
  • Ability to effectively and calmly work in a sometimes stressful, fast-paced, and deadline driven environment.
  • Above average organizational skills, detail oriented and the ability to accurately and calmly handle multiple priorities.
  • Ability to work closely with a variety of different personalities under minimum supervision.
  • Possess a positive “no problem” service mentality.
  • Ability to consistently set goals and meet deadlines and adapt to flexible responsibilities.
  • Ability to work independently or in a team atmosphere.
  • Takes pride in ones work and accepts a level of responsibility for his/her professionalism and accuracy.
  • Self-motivation.
  • Knowledge of permitting requirements and/or building codes.
  • Knowledge of the mechanical industry is preferred.
  • Reasonable understanding of the HVAC, plumbing systems and terminology is a plus.
  • Project a positive image of the company and herself/himself to customers.
  • Actively participate in the MacDonald-Miller sponsored Education and Training Program.
  • Strong technical/mechanical aptitude is a plus.
  • History of good employment attendance and driving record.


The candidate must possess and be adaptable to the following physical abilities and working conditions:

  • Ability to see, hear well (either naturally or with correction) and speak clearly.
  • Coordinate the movement of your eyes, hands, and fingers.
  • Reach for, handle, use fingers and manipulate objects.
  • Physical requirements include: standing, bending, and sitting; repetitive motions of hands and wrists; driving.
  • Ability to frequently lift or carry 5 to 25 pounds.
  • Ability to work in all weather conditions.
  • Must be capable of working extended hour days when job/business needs demand.


MacDonald-Miller Facility Solutions presently provides employee coverage for:

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


  • Please read all pages of this job description. Your resume or application is reviewed prior to setting up a personal interview, so please make sure your resume is up to date. If you do not have a resume, you may fill out an application at the address listed above.
  • MacDonald-Miller Facility Solutions, Inc. is an Equal Opportunity Employer and a non-smoking facility. MacDonald-Miller is also a drug and alcohol free workplace and tests all new hires (subject to and in accordance with union bargaining agreements).
  • MacDonald-Miller Facility Solutions participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee’s Form I-9 to confirm work authorization. This information is kept completely confidential, is obtained only after a candidate is hired, and will not be used to pre-screen any job applicant.
  • This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all duties someone in this position would perform. All employees of MacDonald-Miller are expected to perform tasks as assigned by MacDonald-Miller supervisory/management personnel regardless of job title or routine job duties.
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