Proposal & Project Admin Coordinator

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

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.