Administrative Assistant

Cogswell Sprinkler; Worcester (MA); On-site; USD 28,000 - 34,000; Full time

Job summary

Cogswell Sprinkler in Worcester, MA is seeking an Administrative Assistant to support branch operations, accounting tasks, and payroll time entry. The role emphasizes strong organization, attention to detail, and professional communication in a fast-paced environment.

Your duties include answering phones, keeping files, data entry, scheduling, and coordinating with vendors, customers, and supervisors to ensure accurate timekeeping and timely billing.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, accounts receivable, or related office experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide general administrative support to branch staff and management, including answering phones, greeting visitors, and handling correspondence.
• Maintain accurate files, records, and documentation.
• Assist with data entry, scheduling, and other clerical tasks as needed.
• Order and manage office supplies and coordinate with vendors.
• Monitor customer accounts and follow up on outstanding balances.
• Contact customers regarding past-due invoices and document collection efforts.
• Assist with resolving billing discrepancies and applying payments.
• Support accounts receivable reporting and month-end processes.
• Collect, review, and enter employee time into the payroll system.
• Verify accuracy of hours, job codes, and approvals.
• Coordinate with supervisors to resolve time discrepancies.

Skills

Organizational skills

Communication skills

Time-management

Education

High school diploma or equivalent

Tools

MS Office

Job description

Cogswell Sprinkleris part of theDavis-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. Based inWorcester, MA, Cogswell Sprinkler is a New England leader in life-safety and fire protection solutions, founded more than 30 years ago by Jack Cogswell and his sons, John and Jeffrey, on a simple promise—"Customer Service Comes First"—and backed by the strength of the DU Family of Companies, powered by APi Group. Living our motto, "we protect what you value most," Cogswell Sprinkler offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add anAdministrative Assistantto our Worcester, MA team. In this role, you will provide administrative support across the branch while assisting with collections, accounts receivable, and payroll time entry. Success in this role requires strong organizational skills, attention to detail, professional communication, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

• Provide general administrative support to branch staff and management, including answering phones, greeting visitors, and handling correspondence.
• Maintain accurate files, records, and documentation.
• Assist with data entry, scheduling, and other clerical tasks as needed.
• Order and manage office supplies and coordinate with vendors.

Collections & Accounts Receivable

• Monitor customer accounts and follow up on outstanding balances.
• Contact customers regarding past-due invoices and document collection efforts.
• Assist with resolving billing discrepancies and applying payments.
• Support accounts receivable reporting and month-end processes.

Payroll Time Entry

• Collect, review, and enter employee time into the payroll system.
• Verify accuracy of hours, job codes, and approvals.
• Coordinate with supervisors to resolve time discrepancies.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, accounts receivable, or related office experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information with discretion.

Preferred Qualifications

• Experience in the construction, fire protection, or a related industry.
• Familiarity with collections and accounts receivable processes.
• Experience with payroll time entry or timekeeping systems.

Physical Demands & Work Environment

• Primarily an office environment.
• Regularly required to sit, use hands and fingers, and operate a computer and standard office equipment.
• Occasionally required to stand, walk, and lift up to 15 pounds.

The wage for this role is$20 to $25 per hour, based on experience and qualifications.

As part of the DU Family of Companies, you'll be joining an organization that invests in its people and rewards hard work. We offer a supportive team environment where your contributions make a real difference.

Why Choose DU Family of Companies?

• Competitive Compensation– We offer a competitive wage based on your experience and qualifications.
• Comprehensive Benefits Package– Health, dental, and vision insurance, 401(k) with company match, paid time off, and more.
• Strength of the Family– As part of the DU Family of Companies, you'll have access to the resources, stability, and opportunities of a growing network.
• Backed by APi Group– We are powered by APi Group, a global leader in life safety and specialty services.
• Long-Term Career Relationships– We prioritize building long-term relationships with our employees, with many team members enjoying careers of 20+ years.
• Values Match– If you value integrity, teamwork, and a commitment to keeping communities safe, you'll fit right in.

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.

Equal Opportunity Employer, including disabled and veterans.