Administrative Assistant- Estimating & Projects

Academy Fire; Grand Prairie (TX); On-site; USD 32,000 - 36,000; Full time

Job summary

Academy Fire is seeking an organized Proposal, Estimating & Project Administrative Assistant to support the Project Sales & Estimating team in Dallas, TX. You will act as the hub for proposals, bid administration, and project communications, ensuring opportunities are tracked and deliverables meet deadlines.

The role requires strong MS Office skills, exceptional organization, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• At least two years of experience in project administration, proposal coordination, estimating support, construction administration, or related field.
• Proficiency with Microsoft Office including Excel, Outlook, Teams and SharePoint.
• Excellent organizational, communication and time management skills.
• Detail-oriented with ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively within a team.

Responsibilities

• Create and maintain project folders and bid documentation for opportunities.
• Organize project specs, 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 partners.
• Collect, organize, and assemble pricing information for management review.
• Update proposal pricing and documentation based on leadership direction.
• Submit completed proposal packages through 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 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 opportunity records in CRM systems.
• Monitor proposal pipeline activity and opportunity status updates.
• Follow up with stakeholders to ensure milestones and tracking requirements are met.
• Support estimating personnel with administrative needs.

Skills

Microsoft Office Suite

Organization

Communication

Time management

Attention to detail

Independent & collaborative work

Education

High school diploma or equivalent

Associate degree or higher (preferred)

Tools

Excel

Outlook

Teams

SharePoint

Job description

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