Administrative Assistant- Estimating & Projects

Academy Fire Life Safety offers national one-stop fire and life safety services through our network of self-perform districts and trusted vendor partners. Our experienced account managers ensure clients across the country receive the same quality service for fire safety systems. We combine unmatched industry knowledge and scale with personal service and accountability.

Join our team with over 80 years in business and two decades serving hundreds of national and regional account customers. Academy Fire offers unparalleled expertise in the management of multi-site fire and life safety protection. Through our customer service centers in New York and California, we provide coverage 24/7, 365 days a year.

Benefits of joining Academy Fire Life Safety


When you join Academy Fire you will receive:

• 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. This program fosters an ownership mindset and ensures that every employee meaningfully shares in the success they help create.
• Exceptional guidance and support from our managers
• Collaborative culture & environment
• Opportunity to work alongside some of the best talent in the fire protection industry

Administrative Assistance

Estimating & Project Communications

Location: Dallas, TX (or applicable Academy Fire location)
Department: Project Sales & Estimating
Reports To: Project Sales & Estimating Leadership

About Academy Fire

Academy Fire is a leading provider of fire and life safety solutions, delivering inspection, service, installation, and capital project expertise to customers nationwide. We are committed to protecting lives and property through exceptional service, technical expertise, and a culture of operational excellence.

Position Summary

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.

Key Responsibilities

Proposal & Bid Administration

• 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.

Project Communications & Coordination

• 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.

Estimating & CRM Support

• 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.

Research & Strategic Project Support

• 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.

Regulatory & AHJ Coordination

• 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.

Administrative & Operational Support

• 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.

Qualifications

Required

• 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.

Preferred

• 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.

What Makes You Successful

• Exceptional organization and follow-through.
• Strong communication and customer service skills.
• Ability to manage competing priorities in a high-volume environment.
• Accuracy in document control, reporting, and data management.
• Proactive approach to problem solving and process improvement.
• Strong internal and external stakeholder relationship skills.

Compensation

$23.00 - $26.00 per hour , based on experience and qualifications

Successful completion of a drug test and pre-employment background screening is required. MVR checks are required for all driving positions.

We look forward to talking with you about career opportunities with Academy Fire Life Safety.

For consideration, please apply on-line.

Employment with an Equal Opportunity Employer (EOE) including disability/veterans.