Office Coordinator

Fortis Fire & Safety•Clearwater, FL

5h•Onsite

About The Position

The Piper Fire Protection Clearwater, FL branch is seeking an Office Coordinator to consolidate and organize bid communication for Estimators to interpret and produce bids. This role primarily operates in a professional office environment and may require extended periods of sitting or standing, movement around the office, and operation of standard office equipment. Physical activities can include reaching, bending, and lifting files or office supplies. The typical work schedule is Monday through Friday. Employees are expected to be available during core business hours, with a start time as early as 8:00 AM and an end time as late as 5:00 PM. Some flexibility may be required to meet business needs.

Requirements

High School Diploma or GED required.
3+ years of clerical experience; prior fire protection, construction industry, or bid coordination experience preferred.
Strong proficiency in Microsoft Office applications, including Outlook and Excel.
Ability to multitask and manage a high volume of incoming communication.
Strong attention to detail, follow-through, and organizational skills.
Ability to work independently, manage time effectively, and provide outstanding customer service.
Experience coordinating with multiple stakeholders and managing inbound requests with varying levels of urgency.
This role may require extended periods of sitting or standing, movement around the office or job site, and operation of standard equipment.
Physical activities can include reaching, bending, kneeling, climbing, and lifting up to 75 lbs.
Field positions may involve heavy lifting, working in varying climates (including outdoor conditions), construction or low-voltage environments, and exposure to dust, noise, or confined spaces.
Personal protective equipment (PPE) may be required.
Some roles may require travel.

Nice To Haves

prior fire protection, construction industry, or bid coordination experience preferred.

Responsibilities

Monitor all bid group emails and transfer information onto the bid tracker for Estimators to view.
Track and record the priority of incoming bids.
Intake all bid phone calls and transfer information to the bid tracker and/or consult with the Estimator for date requests.
Communicate with multiple departments regarding incoming bid information.
Prepare and conduct the weekly bid meeting; update requests on the tracker and assign bids per meeting results.
Assist with additional administrative and operational tasks during periods of lower bid activity to support departmental workload and overall company operations, including updating project tracking reports and pulling inspection results to update project trackers, ACT systems, and job files.
Maintain organized electronic and physical job files to ensure accurate and accessible project records.
Demonstrate strong attention to detail, follow-through, and the ability to multitask in a fast-paced environment with changing priorities.