Administrative Assistant

Administrative Assistant

Davis-Ulmer is part of the Davis-Ulmer (DU) Family of Companies, a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. Founded in 1946 in Buffalo, NY by Herman Ulmer and Joseph Davis, DU has grown from a local fire protection company into the foundational division of the DU Family of Companies — a full-service life safety provider delivering fire sprinkler, fire alarm and detection, suppression, and security solutions, backed by the strength of the DU Family of Companies, powered by APi Group. Living our motto, "we protect what you value most," DU offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add an Administrative Assistant to our Buffalo, NY Inspection Department team. This role provides essential administrative and billing support to the Sprinkler and Fire Alarm Service Departments, ensuring jobs are opened accurately, invoiced promptly, and maintained with the correct information from start to finish. The position blends billing, scheduling coordination, and general department support in a fast-paced, customer-focused environment. Success in this role requires strong organization, attention to detail, and the ability to manage multiple priorities while delivering excellent customer service.

Key Responsibilities:

• Open new jobs in our Oracle-based system, ensuring correct information is entered to accurately bill and maintain each job.
• Prepare and invoice customers per job and customer requirements, including credits and rebills.
• Provide customer service by invoicing quickly and accurately, assisting with collections of past-due balances, and answering invoicing questions.
• Scan and upload documents to online storage, including invoices, purchase orders, and contracts.
• Collect W9 forms, Certificates of Insurance, Exempt Sales Tax certificates, purchase order numbers, utilization reports, liens, credit applications, and certified payroll for projects.
• Assist with collecting payments and forwarding them to accounts receivable.
• Assist the branch with weekly payroll entry and data verification.
• Update Master Service Agreements.
• Greet visitors and callers in a professional and courteous manner.
• Perform other duties and special projects as assigned.

Qualifications:

• High School Diploma or GED required; Associate's degree preferred.
• Previous billing experience required.
• Previous administrative experience or equivalent preferred.
• Good oral, written, and telephone communication skills.
• Strong customer service skills.
• Time management, organizational, and interpersonal skills.
• Moderate to advanced computer skills, including Microsoft Word, Excel, and Outlook.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Fire protection industry experience a plus.
• Notary a plus.

Physical Demands & Work Environment:

• Office environment with moderate noise.
• Primarily sedentary, with movement to copy, scan, fax, and file.
• Opening heavy file cabinets involving bending, stooping, and kneeling.
• Light lifting of storage boxes and packages.
• Consistent computer and phone use throughout the workday.
• May require occasional trips to other office locations for training.

The wage for this role is $24.00 to $26.00 per hour, based on experience and qualifications.

As part of the DU Family of Companies, we believe that empowering and investing in our employees as leaders develops an organization that delivers innovative solutions and services that create a superior customer experience. The unique blend of our leader's abilities and the ownership of their work, combined with our culture and values, creates something that is simply described as the Davis-Ulmer difference.

Why Choose DU Family of Companies?

• Competitive Compensation – We offer a competitive wage based on your experience and qualifications.
• Comprehensive Benefits Package – Medical with HSA options, Dental, Vision, Short and Long Term Disability, Group Life and Voluntary Life, Accident Insurance, Hospital Insurance, FSA options, 401(k) with Company Match, Profit Sharing, Employee Stock Purchase options, Wellness programs, PTO, and paid holidays.
• Strength of the Family – Join a network of fire protection, life safety, and security companies with deep resources and shared expertise.
• Backed by APi Group – Benefit from the stability and support of a global leader in life safety and specialty services.
• Long-Term Career Relationships – We invest in our people and support long-term career growth.
• Values Match – Join a team that lives its values and is committed to protecting what people value most.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."

All offers of employment are expressly contingent upon the satisfactory completion, in accordance with Company policy, of a pre-employment drug screening and background check.