Bid Expeditor

Encore Fire Protection•Parsippany, NJ

1d•Hybrid

About The Position

Encore Fire Protection is seeking a Permits & Bid Expeditor to support our continued growth by managing permitting, compliance, bid administration, and contract tracking activities across multiple business units. This role serves as a critical liaison between internal teams, regulatory agencies, Authorities Having Jurisdiction (AHJs), cooperative purchasing organizations, and customers to ensure timely approvals, compliant submissions, and successful contract management. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple deadlines while maintaining exceptional communication and administrative standards.

Requirements

Experience with permitting, compliance, bidding, contract administration, or project coordination.
Strong organizational and time-management skills.
Exceptional attention to detail and ability to manage multiple priorities.
Proficiency with Microsoft Office and web-based productivity tools.
Strong written and verbal communication skills.

Nice To Haves

Familiarity with fire protection systems, NFPA codes, and AHJ processes preferred.
Experience working with regulatory agencies, public bids, or cooperative purchasing programs is a plus.

Responsibilities

Prepare, submit, and track fire protection permit applications for fire alarm, sprinkler, suppression, and special hazard systems.
Maintain organized records of permit submissions, approvals, revisions, and related documentation.
Coordinate with AHJs to expedite permit reviews and approvals.
Respond to AHJ comments and facilitate resolution of permitting issues.
Draft and submit violation remedy letters and compliance documentation.
Maintain logs of violations, corrective actions, and regulatory correspondence.
Interpret NFPA codes and local fire protection regulations to support compliance efforts.
Monitor regulatory changes and communicate impacts to internal stakeholders.
Serve as the primary point of contact for permitting and compliance matters with AHJs.
Monitor cooperative purchasing portals and bid platforms for new opportunities, amendments, renewals, and updates.
Review bid documents to ensure compliance with scope, specifications, and submission requirements.
Coordinate the collection of required documentation, including insurance certificates, licenses, certifications, and disclosures.
Prepare and submit complete, accurate, and compliant bid packages within required deadlines.
Track contract expirations, renewals, and amendment opportunities.
Support pricing updates and internal reviews to maintain competitive positioning.
Maintain organized, audit-ready contract files and documentation.
Coordinate with internal departments and legal resources to ensure contractual compliance.
Provide general administrative support including document preparation, data entry, scheduling, and file management.
Maintain organized systems and trackers for permits, bids, contracts, deadlines, and regulatory requirements.
Assist with special projects and cross-functional initiatives.
Prepare periodic reports summarizing permit activity, bids, contract status, renewals, and compliance metrics.
Support continuous improvement efforts to streamline permitting and bid submission processes.
Communicate status updates to project managers, service leaders, and executive stakeholders.
Build and maintain strong relationships with regulatory agencies, cooperative purchasing organizations, and external partners.
Collaborate with field, design, service, and sales teams to ensure timely completion of permit and bid requirements.
Provide professional and timely communication with both internal and external stakeholders.