The Special Projects Expeditor is responsible for effectively supporting the Service Special Projects Account Manager Team. 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 Special Projects 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 Service Special Projects Sales Manager.


  • Complete project close-out documents within two weeks of notification
  • Complete all assigned projects before the given deadline.
  • Provide accurate and timely project information regarding vendor quotes and field labor estimates.
  • Assist in all preliminary aspects of the project proposal as requested by the Account Team.


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

  • Maintain project files.
  • Increase skills by studying HVAC design and sales techniques.
  • Attend some type or formal sales training as assigned by manager.
  • Assist in developing project schedules.
  • Communicate with suppliers regarding status of materials, parts, and equipment.
  • Assist in estimating jobs.
  • Understand, accept and support MacDonald-Miller’s Operating Guidelines, Operational Beliefs, and Customer Commitment.
  • Minimum two years of prior administrative experience.
  • Proficient in using Adobe Acrobat and Microsoft Office products, including Outlook, Excel, Word, and PowerPoint.
  • Possess good verbal, written, analytical, persuasion, interpersonal, and listening 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.
  • Assist with project administration including closeouts, O&M’s, as-built drawings, warranties, contract and change orders.
  • Assist with write-ups, proposals, presentation materials, correspondence and other special projects.
  • Provide timely and constructive feedback to key personnel concerning projects.
  • Obtain quotes from suppliers.
  • Obtain answers to questions that you are assigned to research.
  • Track delivery of equipment and materials on particular projects they are involved in.
  • Develop positive rapport with customers and co-workers that builds constructive and effective relationships.
  • Coordinate team meetings, training and events.
  • Positively represent team at company events and presentations.
  • Prepare monthly reports as requested.
  • Administrative PM for select accounts.
  • Perform additional tasks as assigned.


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

  • Ability to consistently set goals and meet deadlines and adapt to flexible responsibilities.
  • Ability to work independently or in a team atmosphere.
  • Knowledge of the mechanical industry is preferred.
  • Reasonable understanding of the HVAC, plumbing systems, and terminology is a plus.
  • 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; and occasional driving.
  • Frequent computer screen use.
  • 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 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.
  • Website is