Administrative Assistant

All State Fire & Security; Buffalo (NY); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) match

Paid time off

Job summary

All State Fire & Security in Buffalo, NY, is seeking a full-time Administrative Assistant to join our busy office. You will enter and manage customer, job, material, and billing data, support billing documentation, and respond to inquiries by phone and email in a fast-paced environment.

This hands-on role emphasizes organization, attention to detail, and teamwork as you coordinate with internal staff to track materials and support multiple departments from 8:00 a.m.

Qualifications

• Strong verbal and written communication skills.
• Professional and customer-focused phone skills.
• Ability to manage details accurately in a fast-paced office environment.
• Strong organizational skills and the ability to prioritize multiple tasks.
• Ability to work effectively as part of a collaborative team.
• Willingness to learn new processes and take direction.
• Office hours Monday–Friday, 8:00 a.m.–5:00 p.m.

Responsibilities

• Enter and maintain accurate customer, job, material, and billing information.
• Process material documentation and assign materials to the appropriate jobs.
• Assist with billing-related documentation and follow-up.
• Answer customer phone calls and respond to email inquiries professionally and promptly.
• Provide day-to-day administrative support to multiple team members and departments.
• Help maintain organized office records, files, and documentation.
• Coordinate with internal staff to support material tracking and warehouse-related administrative needs.
• Learn company processes, ask questions when clarification is needed, and contribute wherever support is needed.

Skills

Verbal communication

Written communication

Customer service

Organization

Detail oriented

Teamwork

Willingness to learn

Tools

Microsoft Office

Job description

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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. All State Fire & Security , founded in 2007 and based in Buffalo, New York, provides fire protection and security system design, installation, inspection, maintenance, and monitoring throughout Western New York, broader New York State, and Northern Pennsylvania. Serving customers across commercial, industrial, healthcare, education, restaurant, retail, warehouse, and distribution environments, the company combines local service with the resources of the DU Family of Companies and APi Group . Guided by quality, technical excellence, teamwork, and a customer-first mindset, All State Fire & Security empowers employees to take ownership and contribute as leaders. Living our motto, ‘we protect what you value most,’ All State Fire & Security offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add a full-time Administrative Assistant to our Buffalo, New York team. This is a great opportunity for someone who enjoys being at the center of a busy operation—keeping information organized, supporting customers and coworkers, and helping the team stay on track each day in a hands-on office environment. Success in this role requires strong communication and organizational skills, attention to detail, a collaborative mindset, and the initiative to ask questions, learn quickly, and step in where support is needed.

Key Responsibilities:

• Enter and maintain accurate customer, job, material, and billing information.
• Process material documentation and assign materials to the appropriate jobs.
• Assist with billing-related documentation and follow-up.
• Answer customer phone calls and respond to email inquiries professionally and promptly.
• Provide day-to-day administrative support to multiple team members and departments.
• Help maintain organized office records, files, and documentation.
• Coordinate with internal staff to support material tracking and warehouse-related administrative needs.
• Learn company processes, ask questions when clarification is needed, and contribute wherever support is needed.

Qualifications:

• Strong verbal and written communication skills.
• Professional and customer-focused phone skills.
• Ability to manage details accurately in a fast-paced office environment.
• Strong organizational skills and the ability to prioritize multiple tasks.
• Ability to work effectively as part of a collaborative team.
• Willingness to learn new processes and take direction.
• Ability to work in the office Monday through Friday from 8:00 a.m. to 5:00 p.m.

Preferred Qualifications:

• Previous administrative, billing, customer-service, or data-entry experience.
• Familiarity with Microsoft Office programs.

Physical Demands & Work Environment:

• This position is primarily performed at a desk in a professional office environment.
• Regularly uses a computer, telephone, and standard office equipment.
• Requires frequent communication with customers and team members by phone, email, and in person.
• Requires the ability to remain seated for extended periods while completing administrative and data-entry work.
• May occasionally move throughout the office or warehouse to coordinate administrative and materials-related tasks.

Compensation:

The wage for this role is $22 to $26 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 - Receive medical, dental, and vision insurance, a 401(k) with company match, and paid time off.
• Strength of the Family - As part of the DU Family of Companies, you gain the stability and resources of a growing network of industry-leading companies.
• Backed by APi Group - Benefit from the support and opportunity that come with being part of a global leader in safety services.
• Long-Term Career Relationships - We are committed to developing our employees and supporting long-term career growth.
• Values Match - Join a team that shares your commitment to safety, integrity, and service.

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-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.

Equal Opportunity Employer, including disabled and veterans.