Office Administrator

Integrated Protection Services; Darien (CT); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive pay

Comprehensive benefits package

Company stability

Job summary

Integrated Protection Services (IPS) is the leading regional provider of commercial security and fire protection systems, seeking an Office Administrator for our Darien, CT team. You will support branch operations, billing, and administrative tasks while delivering responsive service to customers and colleagues.

Ideal candidates will have 1+ year in an administrative role, strong communication skills, and proficiency with Microsoft Office.

Qualifications

• High school diploma or GED.
• At least one year of administrative experience.
• Strong oral, written, and telephone communication skills.
• Strong time-management, organizational, and interpersonal skills.
• Proficiency with Microsoft Word, Excel, Outlook, internet applications, and Adobe.
• Familiarity with, or the ability to learn, financial and operational platforms such as AX, Oracle, procurement applications, and job-booking applications.
• Valid driver’s license.

Responsibilities

• Answer phones, provide accurate information, and transfer calls to the appropriate individuals.
• Assist with customer billing for installations, recurring contract revenue, and time-and-material service work.
• Assist with employee time entry for payroll processing.
• Process incoming checks and prepare bank deposits.
• Process ACH, wire, and credit card payments.
• Process invoices from subcontractors, vendors, and suppliers.
• Complete prequalification and qualification forms and scan documents into online document storage systems.
• Assist with credit card reconciliations.
• Contact customers regarding invoice acknowledgment, payment status, and collections.
• Assist in obtaining job-related information, including purchase order numbers, tax-exempt forms, insurance certificates, and certified payroll information.
• Order office supplies and assist with filing and other general administrative tasks.
• Perform other administrative duties and special projects as needed.

Skills

Communication skills

Time management

Organizational skills

Customer service

Microsoft Office

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Adobe

AX

Oracle

Procurement systems

Job-booking apps

Job description

DU Family of Companiesis a network of fire protection, life safety, and security service companies, protecting people and property across 35+ branches in 11 states. In its 20th year,Integrated Protection Services (IPS)is a leading regional provider of commercial security and fire protection systems, services, and consulting, headquartered in Darien, CT. IPS serves commercial tenants, real estate owners and managers, professional service firms, not-for-profits, financial services organizations, and other businesses throughout southwestern Connecticut and the New York tri-state area. Living our motto, ‘we protect what you value most,’ IPS offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add anOffice Administratorto support ourDarien, CTteam. This role supports branch operations by maintaining office systems and processes, assisting with billing and payment activities, and providing responsive administrative support to customers and employees. Success in this role requires organization, attention to detail, strong communication, customer service, technical proficiency, and the ability to manage multiple priorities.

Key Responsibilities:

• Answer phones, provide accurate information, and transfer calls to the appropriate individuals.
• Assist with customer billing for installations, recurring contract revenue, and time-and-material service work.
• Assist with employee time entry for payroll processing.
• Process incoming checks and prepare bank deposits.
• Process ACH, wire, and credit card payments.
• Process invoices from subcontractors, vendors, and suppliers.
• Complete prequalification and qualification forms and scan documents into online document storage systems.
• Assist with credit card reconciliations.
• Contact customers regarding invoice acknowledgment, payment status, and collections.
• Assist in obtaining job-related information, including purchase order numbers, tax-exempt forms, insurance certificates, and certified payroll information.
• Order office supplies and assist with filing and other general administrative tasks.
• Perform other administrative duties and special projects as needed.

Qualifications:

• High school diploma or GED.
• At least one year of experience in an administrative setting or an equivalent combination of education and experience.
• Strong oral, written, and telephone communication skills.
• Strong time-management, organizational, and interpersonal skills.
• Proficiency with Microsoft Word, Excel, Outlook, internet applications, and Adobe.
• Familiarity with, or the ability to learn, financial and operational platforms such as AX, Oracle, procurement applications, and job-booking applications.
• Ability to define problems, collect data, establish facts, and draw conclusions.
• Valid driver’s license.

Physical Demands & Work Environment:

• Work in an office environment with moderate noise levels.
• Move throughout the office to copy, scan, fax, and file documents.
• Bend, stoop, or kneel to access and open file cabinets.
• Occasionally lift and carry light storage boxes, packages, and office supplies.
• Spend consistent periods using a computer and telephone throughout the workday.

COMPENSATION

The salary for this role is$50,000 to $70,000 per year, 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.