Department Administrator

W&M Fire & Security; Town of Mount Pleasant (NY); On-site; USD 34,000 - 44,000; Full time

Job summary

W&M Fire Protection, part of the Davis-Ulmer Family of Companies, seeks an experienced Inspection Administrator to join our Hawthorne, NY team. This role supports daily operations of the Fire & Life Safety Inspection Department, handling billing, reports, work orders, and scheduling with a strong emphasis on accuracy and customer service.

The ideal candidate has 3+ years of office administration experience and is adept at learning new systems quickly.

Qualifications

• Requires High School Diploma or GED; Associate’s Degree preferred.
• Minimum of 3 years of office administration experience; 5+ years preferred.
• Experience in fire protection, life safety, construction, field service, facilities management, or related industry strongly preferred.
• Experience with billing, invoicing, dispatch, service scheduling, work order coordination, customer service, or preventive maintenance administration is strongly preferred.
• Demonstrated ability to learn new software, systems, workflows, and processes quickly with minimal ramp-up time.
• Strong computer skills including Microsoft Office; experience with service-management software, CRM, scheduling tools, or ERP systems is a plus.

Responsibilities

• Manage billing for fire protection inspection services and ensure invoices are accurate and timely.
• Verify inspection reports are received and ready for billing.
• Prepare and submit inspection reports to customers, local authorities, water authorities, and others weekly or as needed.
• Create, assign, and dispatch work orders to inspectors and technicians; coordinate routes and priorities.
• Schedule and reschedule fire inspection and preventive maintenance appointments by phone and email.
• Coordinate preventive maintenance visits to ensure NFPA standards and local fire code compliance.
• Support customer subscription accounts by monitoring service agreements and renewals.
• Provide inspection licensing and compliance support, including tracking certifications and renewals.
• Run reports and queries to support daily workflows and management reporting.
• Maintain accurate customer, system, inspection, and service data in databases.
• Communicate professionally with customers, inspectors, vendors, and internal teams.
• Collaborate with inspectors, Service, Billing, and Inspection Manager to resolve items.
• Obtain and maintain documentation such as PO numbers, tax-exempt certificates, COIs, contracts, and customer records.
• Scan, upload, and organize documents in the document-management system.
• Assist with special projects including marketing material distribution, payroll backups, and renewals administration.

Skills

Microsoft Office Suite

CRM platforms

Scheduling tools

ERP systems

Attention to detail

Customer service

Independent work

Education

High School Diploma or GED

Associate’s Degree preferred

Tools

Service-management software

Billing/invoicing

Dispatch systems

Job description

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; Associate’s 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 driver’s 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-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.