Office Coordinator

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Company Overview

At Fortis Fire & Safety, we provide industry-leading fire protection & security services across the United States. Our ever-growing footprint can be seen in California, Florida, North Carolina, and Chicago, and we are acquiring new brands all the time.

We are proud to work together as one team under the Fortis Fire & Safety family, which includes CJ Suppression, Diversified Systems, Inc., Integrated Fire & Security Solutions, LaMarco Systems, LifeSafety Management, Piper Fire Protection, and VFS Fire & Security Services. United by a shared mission, we deliver comprehensive fire protection and security solutions nationwide.

Joining Fortis means becoming part of a nationwide, next-generation fire protection company. We’re dedicated to a People-First philosophy, where we invest in our team through training and development, as well as a competitive benefits package. In return, we expect the very best from each of our employees every day.

If you are ready to be exceptional in your chosen career, apply to work with us today!

Here at Fortis and throughout our family of brands, we offer a comprehensive benefits package that includes:

• Paid vacation and sick time
• Company Paid Holidays
• Additional paid time off for life events (e.g., jury duty, bereavement)
• Competitive compensation
• 401(k) retirement plan with competitive company match
• Medical, Dental, and Vision insurance
• Short-term/Long-term disability insurance
• Life Insurance
• Career Advancement Opportunities and more!

**This is a general overview of benefits. Specific eligibility and coverage details will be provided during the hiring process**

Job Summary:

The Piper Fire Protection Clearwater, FL branch is seeking an Office Coordinator to consolidate and organize bid communication for Estimators to interpret and produce bids. 

This role primarily operates in a professional office environment and may require extended periods of sitting or standing, movement around the office, and operation of standard office equipment. Physical activities can include reaching, bending, and lifting files or office supplies. The typical work schedule is Monday through Friday. Employees are expected to be available during core business hours, with a start time as early as 8:00 AM and an end time as late as 5:00 PM. Some flexibility may be required to meet business needs.

Essential Duties and Responsibilities:

• Monitor all bid group emails and transfer information onto the bid tracker for Estimators to view.
• Track and record the priority of incoming bids.
• Intake all bid phone calls and transfer information to the bid tracker and/or consult with the Estimator for date requests.
• Communicate with multiple departments regarding incoming bid information.
• Prepare and conduct the weekly bid meeting; update requests on the tracker and assign bids per meeting results.
• Assist with additional administrative and operational tasks during periods of lower bid activity to support departmental workload and overall company operations, including updating project tracking reports and pulling inspection results to update project trackers, ACT systems, and job files.
• Maintain organized electronic and physical job files to ensure accurate and accessible project records.
• Demonstrate strong attention to detail, follow-through, and the ability to multitask in a fast-paced environment with changing priorities.

Required Skills & Qualifications:

• High School Diploma or GED required.
• 3 years of clerical experience; prior fire protection, construction industry, or bid coordination experience preferred.
• Strong proficiency in Microsoft Office applications, including Outlook and Excel.
• Ability to multitask and manage a high volume of incoming communication.
• Strong attention to detail, follow-through, and organizational skills.
• Ability to work independently, manage time effectively, and provide outstanding customer service.
• Experience coordinating with multiple stakeholders and managing inbound requests with varying levels of urgency.

This role may require extended periods of sitting or standing, movement around the office or job site, and operation of standard equipment. Physical activities can include reaching, bending, kneeling, climbing, and lifting up to 75 lbs. Field positions may involve heavy lifting, working in varying climates (including outdoor conditions), construction or low-voltage environments, and exposure to dust, noise, or confined spaces. Personal protective equipment (PPE) may be required. Some roles may require travel.

Fortis Fire & Safety Inc. is an Equal Opportunity Employer. Employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law. Reasonable accommodations are available for individuals with disabilities to perform the essential functions of their jobs. Employment is contingent upon successful completion of job-related pre-employment screenings, which may include a background check and/or drug testing, in accordance with applicable laws.

Applicant Notices

Fortis Fire & Safety provides required federal, state, and local labor law notices to all applicants.

Applicants may review the following notices at any time:

Federal Notices

• FMLA General Notice (English)
  
• FMLA General Notice (Spanish)
  
• USERRA Rights Notice (English)
  
• USERRA Rights Notice (Spanish)
• Employee Polygraph Protection Act (EPPA) Notice (English)
• Employee Polygraph Protection Act (EPPA) Notice (Spanish)
• E‑Verify Participation Posters
• Right to Work Posters

E-Verify Notice

Fortis Fire & Safety Inc. participates in E‑Verify. We use E‑Verify to confirm the identity and employment eligibility of all new hires. For more information, visit https://www.e-verify.gov

Illinois Notices

• Your Rights Under Illinois Employment Laws
  
• Illinois Paid Leave for All Workers Act
  
• Illinois Equal Pay Act – Pay Transparency Notice
  
• VESSA (Victims' Economic Security and Safety Act)
• Illinois Right to Privacy Poster (English)
• Illinois Right to Privacy Poster (Spanish)
• Illinois Right to Privacy Poster (Polish)

California Notices

• CA Minimum Wage
• CA Paid Sick Leave
• CA Pregnancy Disability/CFRA Leave
• CA Whistleblower Protections
• CA Transgender Rights

North Carolina Notices

• NC Wage & Hour Notice
• NC OSHA Notice