The Opportunity

Encore Fire Protection is seeking a Permits & Bid Expeditor to support our continued growth by managing permitting, compliance, bid administration, and contract tracking activities across multiple business units. This role serves as a critical liaison between internal teams, regulatory agencies, Authorities Having Jurisdiction (AHJs), cooperative purchasing organizations, and customers to ensure timely approvals, compliant submissions, and successful contract management.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple deadlines while maintaining exceptional communication and administrative standards.

Key Responsibilities Permitting, Compliance & Regulatory Coordination

• Prepare, submit, and track fire protection permit applications for fire alarm, sprinkler, suppression, and special hazard systems.
• Maintain organized records of permit submissions, approvals, revisions, and related documentation.
• Coordinate with AHJs to expedite permit reviews and approvals.
• Respond to AHJ comments and facilitate resolution of permitting issues.
• Draft and submit violation remedy letters and compliance documentation.
• Maintain logs of violations, corrective actions, and regulatory correspondence.
• Interpret NFPA codes and local fire protection regulations to support compliance efforts.
• Monitor regulatory changes and communicate impacts to internal stakeholders.
• Serve as the primary point of contact for permitting and compliance matters with AHJs.

Bid Administration & Contract Management

• Monitor cooperative purchasing portals and bid platforms for new opportunities, amendments, renewals, and updates.
• Review bid documents to ensure compliance with scope, specifications, and submission requirements.
• Coordinate the collection of required documentation, including insurance certificates, licenses, certifications, and disclosures.
• Prepare and submit complete, accurate, and compliant bid packages within required deadlines.
• Track contract expirations, renewals, and amendment opportunities.
• Support pricing updates and internal reviews to maintain competitive positioning.
• Maintain organized, audit-ready contract files and documentation.
• Coordinate with internal departments and legal resources to ensure contractual compliance.

Administrative & Operational Support

• Provide general administrative support including document preparation, data entry, scheduling, and file management.
• Maintain organized systems and trackers for permits, bids, contracts, deadlines, and regulatory requirements.
• Assist with special projects and cross-functional initiatives.
• Prepare periodic reports summarizing permit activity, bids, contract status, renewals, and compliance metrics.
• Support continuous improvement efforts to streamline permitting and bid submission processes.

Stakeholder Communication

• Communicate status updates to project managers, service leaders, and executive stakeholders.
• Build and maintain strong relationships with regulatory agencies, cooperative purchasing organizations, and external partners.
• Collaborate with field, design, service, and sales teams to ensure timely completion of permit and bid requirements.
• Provide professional and timely communication with both internal and external stakeholders.

What You Bring to the Table

 

What Will Make You Stand Out?

• Experience with permitting, compliance, bidding, contract administration, or project coordination.
• Familiarity with fire protection systems, NFPA codes, and AHJ processes preferred.
• Strong organizational and time-management skills.
• Exceptional attention to detail and ability to manage multiple priorities.
• Proficiency with Microsoft Office and web-based productivity tools.
• Strong written and verbal communication skills.
• Experience working with regulatory agencies, public bids, or cooperative purchasing programs is a plus.

Salary commensurate with experience with opportunity for a results-driven bonus based on personal output and effectiveness in role. Expected salary range between $85,000 - $95,000 per year.

Beyond the Paycheck

At Encore, we’re all about creating a culture where success is celebrated. We recognize that our work makes people’s lives safer, and we reward those who contribute to our growth. Here’s what you can expect: 

 

• Competitive Salary: Compensation commensurate with your experience, with the opportunity to earn performance-based bonuses tied to your personal effectiveness and contributions to the team.  

• Purpose-Driven Work Environment: We believe in working smarter, not harder. You’ll be part of a culture that values results, and we empower our team to focus on impactful work.  

• Flexible Dress Code: Upon joining, you’ll receive branded Encore swag, and we believe in dressing for the objective, not the occasion. Most days, you can enjoy a casual work environment, but we’ll dress up when the situation calls for it.  

• People-Focused Culture: We know our greatest strength is our people. That’s why we’ve built a culture that encourages experimentation, learning, and improving together. You’ll have the space to share your ideas and help shape a company that is constantly growing.  

• Tools for Success: Access to leading-edge web-based productivity tools.  

• Health and Wellness: Comprehensive medical, dental, and vision coverage to keep you and your family healthy.  

• Retirement Planning: Participation in our Fidelity 401(k) plan with a company match, helping you save for your future.  
• Life Insurance: Company-paid life insurance policy of $50,000 to give you peace of mind.