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.

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

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…