Department Administrator

Location: Hawthorne NY
Employment Type: Full-Time
Pay: Starting at $25.00 per hour based on experience and qualifications

Join Our Growing Inspection Team

Due to continued growth W&M Fire Protection part of the Davis-Ulmer Family of Companies is seeking an experienced Inspection Administrator to join our team in Hawthorne NY.

This is a key administrative and service-coordination role supporting the daily operations of our Fire & Life Safety Inspection Department. The Inspection Administrator will manage inspection billing report submissions work order creation and dispatch customer scheduling licensing and compliance documentation subscriptions and preventive maintenance coordination.

This is not an entry-level position . We are looking for a seasoned administrative professional who can quickly learn company systems work independently manage competing priorities and make an immediate impact in a fast-paced environment. The ideal candidate is highly organized detail-oriented customer focused and experienced with billing scheduling dispatch or service administration.

Key Responsibilities

• Manage billing for fire protection inspection services ensuring invoices are accurate timely and aligned with customer billing requirements.
• Verify completed inspection reports are received in the company database and ready for billing.
• Prepare and submit inspection reports to customers local code enforcement agencies water authorities and other required parties on a weekly and as-needed basis.
• Create assign and dispatch work orders to inspectors and technicians; coordinate routes priorities and schedule changes to maximize daily productivity.
• Schedule confirm and reschedule fire inspection and preventative maintenance appointments by phone and email.
• Coordinate preventative maintenance visits to help ensure customer systems remain compliant with NFPA standards and local fire code requirements.
• Support customer subscription accounts by monitoring service agreements renewals recurring service schedules and customer touchpoints.
• Provide inspection licensing and compliance support including tracking certifications renewals and related documentation.
• Run work orders reports and database queries to support daily inspection workflows management reporting and departmental follow-up.
• Maintain accurate customer system inspection and service information within company databases.
• Respond professionally to customer inquiries and communicate effectively with internal teams and external stakeholders.
• Work closely with inspectors the Service Department Billing Department and Inspection Manager to coordinate activities and resolve outstanding items.
• Obtain and maintain job-specific documentation including purchase order numbers tax-exempt certificates certificates of insurance certified payroll information contracts and customer records.
• Scan upload and organize departmental documents within the online document-management system including invoices purchase orders contracts and other customer-specific files.
• Assist with special projects including marketing-material distribution filing payroll and timecard backup and renewal agreement administration.
• Perform other duties as assigned.

Qualifications

• High School Diploma or GED required; Associates Degree preferred.
• Minimum of 3 years of office administration experience required; 5 or more years preferred.
• Prior experience in fire protection life safety construction field service facilities management or a related industry strongly preferred.
• Experience with billing invoicing dispatch service scheduling work order coordination customer service or preventive maintenance administration strongly preferred.
• Demonstrated ability to learn new software systems workflows and processes quickly with minimal ramp-up time.
• Strong computer skills including proficiency with Microsoft Office Suite; experience with service-management software CRM platforms scheduling tools or ERP systems is a plus.
• Exceptional organizational skills accuracy attention to detail and follow-through.
• Excellent written verbal and telephone communication skills.
• Strong customer-service mindset and the ability to build professional relationships with customers inspectors technicians vendors and internal partners.
• Ability to work independently exercise sound judgment and manage multiple priorities in a fast-paced office environment.
• Flexibility to respond effectively to schedule changes urgent service needs and shifting daily priorities.
• Valid drivers license required.

Physical Demands & Work Environment

• Office-based position with moderate noise levels.
• Primarily sedentary work with occasional movement throughout the office to file copy scan and fax documents.
• Regular and consistent use of a computer phone printer scanner and other standard office equipment.

Why Choose the Davis-Ulmer Family of Companies

At the Davis-Ulmer Family of Companies we believe that empowering and investing in employees as leaders helps us deliver innovative solutions exceptional service and a superior customer experience. Our culture values and ownership mindset are what make the Davis-Ulmer difference .

What We Offer

• Competitive Compensation: Pay that recognizes the experience and skills of qualified professionals.
• Comprehensive Benefits: Medical dental vision and additional benefits designed to support employees and their families.
• A Strong Collaborative Network: With more than 30 locations across the East Coast and Midwest our family of companies shares knowledge resources and best practices to better serve customers and support one another.
• The Strength of APi Group: As part of APi Group a publicly traded multi-billion-dollar corporation headquartered in Minnesota we provide the financial stability resources training and leadership development opportunities of a leading Fire Life Safety & Security organization.
• Long-Term Career Opportunities: Many employees have been with us for 20 years or more. We invest in people and build lasting professional relationships.
• Values-Based Culture: We hire individuals whose values align with our commitment to people customers and operational excellence.

Davis-Ulmer Family of Companies is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or veteran status.

DAVIS-ULMERS 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.

Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at
Email: Davis Ulmer Family of Companies is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or veteran status.
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Required Experience:

Unclear Seniority