Administrative and Estimating Assistant

Job Description

Job Description

About UV Fire Protection

UV Fire Protection Systems, Inc. provides fire protection inspection, maintenance, design, and installation services. We are a growing, team-oriented small business where employees work across departments, help solve problems, and contribute wherever support is needed.

Position Summary:

We are seeking an organized and dependable Administrative and Estimating Assistant to support our Estimating and Operations teams.

This is a cross-functional position that follows projects from the initial bid invitation through project award and turnover to Operations. The employee will help manage emails, download and organize bid documents, maintain CRM records, track deadlines, prepare administrative proposal documents, and collect required documentation for awarded projects.

The position will initially focus on estimating support but may transition into a more specialized department as the employee gains experience and our company’s needs evolve. Training will be provided.

Responsibilities:

Bid intake and administrative support

• Monitor assigned email inboxes and identify time-sensitive bid invitations, addenda, requests, and project communications.
• Download drawings, specifications, addenda, bid forms, and other project documents.
• Create and maintain complete, consistently organized electronic bid folders.
• Maintain bid calendars, deadlines, follow-up reminders, contacts, and project communications.
• Enter and update leads, opportunities, contacts, bid status, due dates, and notes in the CRM.
• Communicate professionally with clients, contractors, vendors, and internal team members.

Estimating and preconstruction support

• Review bid packages for administrative completeness.
• Identify submission instructions, deadlines, required forms, and missing documents.
• Help estimators organize plans, specifications, takeoff files, vendor quotes, and proposal documents.
• Prepare draft proposal packages and administrative forms using approved company templates.
• Confirm that required attachments are included before proposals are submitted.
• Track outstanding quotes, addenda, clarifications, and follow-up items.
• Promptly communicate changes that could affect a bid.

Awarded-project and Operations support

• Assemble organized turnover packages when projects are awarded.
• Transfer proposals, scope information, plans, specifications, addenda, correspondence, and other bid records to Operations.
• Create or update awarded-project records in the CRM and shared filing system.
• Collect and prepare required documents such as W-9 forms, insurance certificate requests, licenses, vendor forms, subcontractor forms, safety documents, permits, and project contact information.
• Support the tracking of RFIs, submittals, change-order documentation, inspections, schedules, material orders, and deliveries when assigned.
• Route outstanding questions and action items to the appropriate Operations team member.

General company support

• Take clear meeting notes and distribute summaries and action items.
• Digitize and organize company records.
• Help improve administrative and document-control processes.
• Provide administrative support across departments as company priorities change.
• Maintain confidentiality and follow company safety policies and professional standards.
• Perform other related duties as assigned.

Qualifications

• Proficiency with Microsoft 365, particularly Outlook, Word, and Excel.
• Comfortable learning CRM, cloud-based filing, and construction-related software.
• Strong written and verbal communication skills.
• Professional email and telephone etiquette.
• Excellent organization, accuracy, follow-through, and attention to detail.
• Ability to manage several projects, priorities, and deadlines at the same time.
• Ability to recognize urgent requests and ask for clarification when priorities conflict.
• Dependable, adaptable, and willing to help across departments.
• Able to work independently while remaining a collaborative team member.
• Sound judgment when handling confidential company, customer, project, and employee information.
• Reliable transportation and a valid driver’s license when travel or local errands are required.
• Availability for occasional approved overtime or weekend work when business needs require it.

Preferred Qualifications

• Previous administrative, estimating, construction, or project-coordination experience.
• Experience maintaining a CRM or project database.
• Experience downloading and organizing bid or construction documents.
• Familiarity with construction drawings, specifications, proposals, RFIs, or submittals.

Construction or fire protection experience is helpful but not required. Training will be provided to the right candidate.

Training and Growth

The selected employee will receive training in:

• Company systems and workflows
• Bid intake and estimating support
• Reading construction drawings, specifications, and project schedules
• Fire protection terminology
• Relevant NFPA standards
• Project turnover and Operations documentation

This position offers an opportunity to develop broad experience and eventually transition into Estimating, Operations, Project Coordination, or another department based on performance, strengths, and company needs.

Benefits:  Benefits eligibility begins after 12 months of employment and may include:

• Paid personal time off
• Unpaid personal time
• Selected paid holidays
• Paid sick days
• 401(k) eligibility in accordance with plan requirements
• Additional benefits described during the offer process