Fire Protection Estimator / Service Coordinator

Location: Pittsburgh, PA

Employment Type: Full-Time

Schedule: Monday–Friday, 7:30 AM–4:00 PM

Reports To: Office Manager

About the Position:

We are seeking an organized, detail-oriented Fire Protection Estimator / Service Coordinator to join our team. This position is responsible for estimating fire protection service and repair work, ordering materials for approved projects, and preparing the documentation necessary to schedule and complete the work.

The ideal candidate understands the fire protection industry, has strong attention to detail, and can manage multiple projects from initial estimate through material procurement and completion. This is a key position that connects our service technicians, customers, vendors, and office operations.

Key Responsibilities:

Estimating & Proposal Preparation

• Review service reports, inspection deficiencies, technician recommendations, drawings, and customer requests.
• Prepare accurate estimates and proposals for fire sprinkler, fire alarm, fire suppression, and related fire protection service work.
• Determine labor, material, equipment, subcontractor, and other project costs.
• Obtain vendor pricing and maintain accurate material and labor pricing.
• Develop clear, professional proposals for customers.
• Follow up on outstanding proposals as needed.
• Coordinate with technicians and management to clarify scope of work and pricing.

Material Purchasing & Procurement

• Order materials and equipment for approved service work.
• Review estimates and approved proposals to ensure all required materials are identified before ordering.
• Obtain and compare vendor pricing and availability.
• Track purchase orders, backorders, lead times, and material deliveries.
• Coordinate material deliveries with technicians and project schedules.
• Maintain accurate records of material purchases and costs.

Approved Service Work & Documentation

• Process approved proposals and convert them into work orders.
• Prepare work orders, purchase orders, material lists, job packets, and other required documentation.
• Ensure technicians have the information and materials necessary to complete scheduled work.
• Coordinate scheduling with service management and field personnel.
• Maintain accurate project records from approval through completion.
• Review completed work documentation and assist with preparing invoices, closeout documents, and customer records.
• Track outstanding work and communicate project status internally and with customers when needed.

Customer & Vendor Communication

• Communicate professionally with customers regarding proposals, approvals, scheduling, and project requirements.
• Communicate with suppliers and manufacturers regarding pricing, availability, substitutions, and delivery dates.
• Work closely with technicians, inspectors, project managers, and management to resolve issues and keep work moving.

Qualifications:

• Previous experience in fire protection, fire sprinkler, fire alarm, fire suppression, commercial construction, or a related industry preferred.
• Experience with estimating, purchasing, service coordination, or project administration.
• Strong understanding of fire protection systems and common service/repair requirements preferred.
• Ability to read and understand service reports, inspection reports, drawings, and material requirements.
• Strong mathematical and analytical skills.
• Excellent attention to detail and organizational skills.
• Ability to prioritize multiple jobs and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Experience with fire protection estimating or service management software is a plus.
• NICET certification or other fire protection credentials are a plus, but not required.

What We're Looking For:

The successful candidate is someone who can take an approved service job from estimate to execution. You should be comfortable working with numbers, understanding the technical requirements of a job, coordinating materials, preparing paperwork, and communicating with both field personnel and customers.

We are looking for someone who is proactive, dependable, organized, and takes ownership of their work. The ability to identify potential problems before they affect the field schedule is especially important.

Compensation & Benefits:

• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• Company-paid training and certifications
• Opportunities for professional growth within the company

Salary Range: $55,000–$85,000 annually, depending on experience and qualifications.

Fire Protection Inc. is an Equal Opportunity Employer.