Administrative Assistant- Estimating & Projects

Administrative Assistance Estimating & Project Communications

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

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.

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Associate degree or higher.
• Experience with CRM systems and bid submission platforms.
• Experience supporting construction, fire protection,…