Security Systems Proposal & Estimating Coordinator (QuickBooks Exp Required)

Role Overview

We are seeking a highly detail-oriented Remote Professional with two core skill sets: proposal creation for security systems and QuickBooks management, including account reconciliation and job cost evaluation. Both are essential for this role. Additional virtual assistant support may be introduced as needed.

This role is ideal for someone who is both technically inclined and financially organized. You will be responsible for creating accurate, customized proposals for security system projects while also maintaining financial records, supporting transactions, and evaluating job costs and profitability.

Each proposal must be tailored to the client’s specific requirements, property, preferences, and budget. This is not a template-based role. Every solution is custom-designed to balance functionality, aesthetics, and client expectations.

The ideal candidate is a precise and analytical professional with a structured, detail-oriented approach, proficient in QuickBooks, and capable of delivering accurate, high-quality proposals for technical projects.

Key Responsibilities

• Create detailed, customized proposals and quotes for security system projects.
• Review customer requirements and translate them into accurate system recommendations.
• Ensure each proposal is tailored to the specific job, property, customer preference, and technical scope.
• Verify part numbers, equipment details, pricing, quantities, labor assumptions, and project requirements before submission.
• Prepare professional, complete, and accurate bid packages for client review.
• Help increase the number of bids submitted while maintaining a high level of quality and detail.
• Ensure proposals are competitive, organized, and aligned with customer expectations.

• Support proposal development for systems involving security cameras, alarm systems, access control, and related security solutions.
• Research product options, equipment specifications, vendor pricing, and availability.
• Help determine what is needed to complete a job from beginning to end.
• Ensure recommended systems meet or exceed customer requirements.
• Consider both technical performance and customer preferences, including aesthetics and non-intrusive installation considerations.
• Work with internal team members to clarify missing details needed for accurate quoting.

• Review pricing carefully to ensure accuracy and competitiveness.
• Cross-check quotes for missing parts, incorrect quantities, pricing errors, or scope gaps.
• Maintain accuracy around technical specifications, part numbers, and system components.
• Help organize product catalogs, pricing references, vendor details, and quote templates.
• Ensure proposals reflect the best available pricing while still protecting project accuracy and profitability.
• Maintain a high standard of precision before bids are submitted.

• Document the proposal and quoting process into clear, repeatable SOPs.
• Create checklists, templates, trackers, and process documents to improve consistency.
• Identify gaps, bottlenecks, and inefficiencies in the current proposal workflow.
• Help systemize the estimating and bid submission process so more proposals can be completed efficiently.
• Recommend improvements to tools, workflows, documentation, and internal handoffs.
• Support continuous improvement around proposal creation, product research, pricing validation, and project preparation.

• Organize project details, client requirements, pricing information, and proposal records.
• Track bid status, open items, follow-ups, and next steps.
• Maintain accurate documentation for submitted proposals and quote revisions.
• Coordinate with internal team members to gather technical or pricing information.
• Support reporting related to bids submitted, quotes pending, and proposal activity.
• Ensure important details do not fall through the cracks.

• Reconcile QuickBooks accounts on a regular basis to ensure accuracy and alignment with financial records.
• Assist with entering, reviewing, categorizing, and managing transactions inside QuickBooks.
• Evaluate job costs to assess project profitability, identify cost variances, and support financial decision-making.
• Track job-level expenses, labor, and materials against estimates to flag discrepancies or budget overruns.
• Support invoicing, payment tracking, and financial reporting as needed to maintain clean and accurate books.

• Proven experience in proposal creation, estimating, quoting, technical administration, operations support, or a similar role.
• Strong interest or background in security systems, IT systems, low-voltage work, surveillance, access control, alarm systems, or technical project environments.
• High-C / conscientious work style: analytical, structured, precise, process-driven, and reliable.
• Strong attention to detail, especially around part numbers, pricing, product specifications, quantities, and technical requirements.
• Ability to understand customized client requirements and translate them into accurate proposals.
• Strong written English and professional communication skills.
• Ability to work independently in a remote environment with minimal supervision.
• Comfortable researching technical products, pricing, and system requirements.
• Comfortable creating SOPs, checklists, trackers, templates, and workflow documentation.
• Strong spreadsheet and documentation skills.
• Ability to manage multiple quotes, deadlines, and project details accurately.
• Proficiency in QuickBooks (Desktop or Online): account reconciliation, transaction entry and management, and job cost tracking and analysis.

• Experience in the security systems, alarm systems, surveillance, access control, IT, networking, low-voltage, or construction-related industry.
• Experience preparing bids, estimates, quotes, or project proposals for customized technical jobs.
• Familiarity with security cameras, alarm panels, sensors, access control hardware, networking equipment, wiring requirements, or related system components.
• Experience working with CRMs, estimating tools, proposal software, spreadsheets, project management platforms, or vendor portals.
• Experience supporting an owner, estimator, sales team, technician team, or technical operations team.
• Experience improving internal processes or building SOPs from scratch.
• Hands-on experience with QuickBooks for reconciliation, transaction management, invoicing, or job costing in a small business or contractor environment.

Ideal Candidate Profile

The ideal candidate is a highly technical, detail-driven operator who takes pride in accuracy. This person should naturally care about getting every detail right, especially when it comes to part numbers, pricing, system requirements, product selection, and proposal presentation.

They should understand that each customer’s project is unique. The business does not simply quote the same few standard systems repeatedly; each solution is customized to the customer’s requirements, preferences, property, and expectations. The right candidate must be able to think through the full job from beginning to end and help create proposals that are complete, competitive, and compelling.

This person should also be systematic and improvement-minded. Beyond creating quotes, they should help make the proposal process more repeatable by building SOPs, checklists, templates, and organized workflows. The goal is to help the business submit more high-quality bids while maintaining the same level of precision and care that contributes to strong bid approval rates.