Senior Inspection Administrator - Fire & Life Safety

Davis Ulmer Sprinkler Co; New York, Northern (NY, KY); Hybrid; USD 34,000 - 41,000; Full time

Benefits offered by this job

Competitive Compensation

Medical, dental, vision benefits

Strong collaborative network

APi Group resources

Long-term career opportunities

Values-based culture

Job summary

Davis-Ulmer Family of Companies in Hawthorne, NY seeks an experienced Inspection Administrator to join our Fire & Life Safety Inspection Department. This is a key administrative and service-coordination role focused on billing, scheduling, dispatch, and compliance documentation.

The ideal candidate is highly organized, detail-oriented, and able to learn company systems quickly, working with inspectors, the service and billing teams, and external partners in a fast-paced environment.

Qualifications

• High School Diploma or GED required; 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 preferred.
• Experience with billing, invoicing, dispatch, service scheduling, work order coordination, customer service, or preventive maintenance administration preferred.
• Demonstrated ability to learn new software, systems, workflows, and processes quickly with minimal ramp-up time.
• Strong computer skills and proficiency with Microsoft Office; experience with service-management software, CRM platforms, scheduling tools, or ERP systems is a plus.

Responsibilities

• Manage billing for 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 weekly and as needed.
• Create, assign, and dispatch work orders to inspectors and technicians; coordinate routes, priorities, and schedule changes.
• Schedule, confirm, and reschedule fire inspection and preventive maintenance appointments by phone and email.
• Coordinate preventive maintenance visits to 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 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 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.
• Assist with special projects, including marketing-material distribution, filing, payroll and timecard backup, and renewal agreement administration.
• Perform other duties as assigned.

Skills

Communication skills

Organization

Customer service

Education

High School Diploma or GED

Associate’s Degree

Tools

Microsoft Office

CRM platforms

Scheduling tools

ERP systems

Job description

Davis-Ulmer Family of Companies in Hawthorne, NY seeks an experienced Inspection Administrator to join our Fire & Life Safety Inspection Department. This is a key administrative and service-coordination role focused on billing, scheduling, dispatch, and compliance documentation.

The ideal candidate is highly organized, detail-oriented, and able to learn company systems quickly, working with inspectors, the service and billing teams, and external partners in a fast-paced environment.