Administrative Coordinator

Location: Hawthorne, NY Employment Type: Full-Time Pay: $25.00-$30.00 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 Administrative Coordinator 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 Administrative Coordinator will manage inspection billing, report submissions, work order creation and dispatch, customer scheduling, licensing and compliance documentation, subscriptions, and preventive maintenance coordination. 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

• Coordinate inspection billing, verify completed reports, and prepare invoices in accordance with customer requirements.
• Prepare and submit inspection reports to customers, local code enforcement agencies, water authorities, and other required parties.
• Create, assign, and dispatch work orders; coordinate schedules, route changes, priorities, and technician assignments.
• Schedule, confirm, and reschedule fire inspection and preventive maintenance appointments by phone and email.
• Maintain accurate customer, system, inspection, service, subscription, and preventive maintenance information within company databases.
• Support licensing and compliance activities by tracking certifications, renewals, and related department documentation.
• Run work orders, reports, and database queries to support daily workflows, management reporting, and follow-up.
• Respond professionally to customer inquiries and coordinate with inspectors, technicians, billing, service, and management teams to resolve outstanding items.
• Obtain, organize, scan, and maintain customer and job documentation, including purchase orders, certificates of insurance, tax-exempt certificates, contracts, and related records.
• Assist with departmental projects, renewal agreement administration, filing, payroll and timecard backup, and other administrative support as needed.

Qualifications

• 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.
• 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.
• 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.

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.