Administrative Assistant- Estimating & Projects

Human Resources Team • Grand Prairie, TX

5d • $23 - $26 • Onsite

About The Position

Academy Fire is seeking a highly organized and detail-oriented Proposal, Estimating & Project Administrative Assistance to support our growing Project Sales & Estimating team. This position serves as the operational hub for proposal development, bid administration, project communications, and opportunity tracking. The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities, and has exceptional communication and organizational skills. This role plays a critical part in ensuring project opportunities are accurately tracked, proposal deliverables are completed on schedule, and stakeholders remain informed throughout the bidding process.

Requirements

• High school diploma or equivalent.
• Minimum two years of experience in project administration, proposal coordination, estimating support, construction administration, or a related field.
• Strong proficiency with Microsoft Office, including Excel, Outlook, Teams, and SharePoint.
• Excellent organizational, communication, and time management skills.
• Strong attention to detail with the ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively within a team environment.

Nice To Haves

• Associate degree or higher.
• Experience with CRM systems and bid submission platforms.
• Experience supporting construction, fire protection, mechanical, electrical, or technical services organizations.
• Knowledge of proposal development, estimating processes, or project coordination.

Responsibilities

• Create and maintain project folders and bid documentation for all opportunities.
• Organize project specifications, plans, addenda, and supporting documents.
• Maintain and update proposal, estimating, and sales tracking systems.
• Prepare and manage project cost worksheets.
• Coordinate bid package requests with subcontractors, vendors, and third-party partners.
• Collect, organize, and assemble pricing information for management review.
• Update proposal pricing and documentation based on leadership direction.
• Submit completed proposal packages through customer procurement portals and RFP platforms.
• Track bid deadlines, submission requirements, and project milestones.
• Manage project-related email communications and correspondence.
• Review, distribute, and monitor bid invitations, customer requests, project updates, and addenda.
• Track action items and ensure timely follow-up with internal and external stakeholders.
• Maintain accurate project communication records and status updates.
• Coordinate communication among estimators, project sales personnel, leadership, vendors, subcontractors, and customers.
• Support preparation and distribution of project status reports and client communications.
• Assist with maintaining accurate opportunity records within CRM systems.
• Monitor proposal pipeline activity and opportunity status updates.
• Follow up with stakeholders to ensure proposal milestones and tracking requirements are completed.
• Support estimating personnel with administrative and documentation needs.
• Conduct research and collect project, customer, and asset information.
• Assist with proactive replacement programs and capital planning initiatives.
• Compile and analyze data for leadership reporting and strategic decision-making.
• Support special projects, reporting requests, and process improvement initiatives.
• Communicate with Authorities Having Jurisdiction (AHJs), fire marshals, permitting agencies, and other regulatory organizations.
• Gather and document jurisdictional requirements and project-related information.
• Track responses and communicate findings to project stakeholders.
• Maintain project tracking tools and reporting systems.
• Assist with scheduling, document management, and project coordination activities.
• Ensure records are organized and maintained according to company standards.
• Provide additional administrative and operational support to the Project Sales & Estimating team as needed.

Benefits

• Competitive compensation
• Pay is on a weekly cycle, every Friday
• Career Advancement Opportunities
• Competitive benefits, including healthcare, dental, vision, life insurance, paid time off and holidays
• Company paid short and long-term disability
• Immediately vested in our 401(k) company match
• Full-time employees participate in our Shared Ownership Program which offers a monetary bonus aligned to the company's long-term success.
• Exceptional guidance and support from our managers
• Collaborative culture & environment
• Opportunity to work alongside some of the best talent in the fire protection industry

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED