Fire Alarm Administrator

Administrative Assistant

DU Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 35+ branches in 11 states. Since 2005, Ellis Fire Suppression has delivered "Excellence in Fire Protection" from its Woburn, MA, location. What began with water-based fire sprinkler construction and service has grown into a full-service fire protection operation offering in-house design, fabrication, estimating, 24/7 emergency response, fire alarm, chemical and special hazard systems, life safety systems, and fire extinguisher services throughout New England. Living our motto, 'we protect what you value most,' Ellis Fire 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 support the Fire Alarm Department at our Woburn, MA team. This role provides administrative, clerical, and customer-service support by coordinating schedules, maintaining documentation, processing department records, and communicating with internal teams and customers. Success in this role requires organization, attention to detail, professional communication, responsiveness, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Answer and direct phone calls, emails, and other communications for the Fire Alarm Department.
• Schedule and coordinate service appointments, inspections, and maintenance visits for technicians.
• Maintain and update department files, records, and databases, including inspection reports, certifications, service records, and customer information.
• Prepare and process work orders, invoices, proposals, and other required documentation.
• Assist with tracking and managing fire alarm equipment and supplies.
• Support compliance efforts by ensuring documentation meets regulatory and company standards.
• Facilitate communication among technicians, customers, and other company departments.
• Respond promptly to customer inquiries, provide information about services, and escalate technical questions as appropriate.
• Assist with project tracking, deadlines, and reporting for departmental activities.
• Prepare meeting agendas, record meeting minutes, and support departmental initiatives.
• Perform general office duties, including scanning, copying, data entry, and mail distribution.
• Perform other administrative tasks as assigned by the Fire Alarm Department Manager.

Qualifications:

• High school diploma or equivalent.
• At least one year of administrative experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent organizational, communication, and interpersonal skills.
• Ability to prioritize and manage multiple responsibilities in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Ability to provide professional and responsive customer service.
• Ability to communicate effectively with customers, technicians, and internal departments.

Preferred Qualifications:

• Associate or bachelor's degree.
• Administrative experience in a service, fire protection, or construction environment.
• Experience with scheduling software or customer relationship management systems.
• Familiarity with fire alarm systems or fire protection industry terminology.

Physical Demands & Work Environment:

• Work primarily in a standard office environment.
• Sit and use a computer for extended periods.
• Occasionally lift or move office supplies weighing up to 20 pounds.
• Visit job sites occasionally when required.
• Work occasional overtime to meet business needs and deadlines.

The wage range for this role is $25 to $30 per hour, based on experience and qualifications.

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.

Notice: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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.