Inspection Administrator

W&M Fire Protection Services Inspection Administrator

50 Broadway Suite 104
Hawthorne, NY 10532

Salary: 25.00 USD / HOUR

Davis-Ulmer (DU) Family of Companies is a network of fire protection, life safety, and security service companies, protecting people and property across 30+ locations and 11 states. W&M Fire Protection
, founded in 1993 and serving the tristate and New England regions, is a full-service fire protection contractor specializing in the design, installation, fabrication, inspection, and maintenance of fire sprinkler, fire alarm, special hazard, and life safety systems. Built on decades of engineering and contracting expertise, W&M has earned a strong reputation as a reliable partner for both new construction and service work.

As a proud member of the DU Family of Companies, powered by APi Group, we combine the strength of a leading life safety network with the responsiveness and relationships of a local partner. Living our motto, "we protect what you value most," W&M Fire Protection offers a challenging and rewarding work environment for those passionate about keeping communities safe.

Due to continued growth, we are looking to add an experienced
Inspection Administrator
to our
Hawthorne, NY
team. In this role, you will support the day-to-day operations of the Inspection Department by managing billing, report submissions, inspection and licensing support, work order creation and dispatch, subscription support, and preventative maintenance scheduling. This is not an entry-level role - we are looking for a seasoned administrative professional who can step in quickly, learn our systems fast, and make an immediate impact.

Success in this role requires strong organizational skills, exceptional attention to detail, a customer-focused mindset, and the ability to juggle multiple priorities in a fast-paced environment.

Key Responsibilities:

• Manage billing for inspection work, ensuring invoices are accurate, timely, and aligned with each customer's preferred billing procedures.
• Prepare and submit inspection reports to customers, local code enforcement, and water authorities on weekly and as-needed bases.
• Provide inspection and licensing support, including tracking certifications, renewals, and compliance documentation.
• Create and dispatch work orders to inspectors and technicians, coordinating routes and priorities to maximize daily productivity.
• Support customer subscription accounts, including monitoring agreements, renewals, and recurring service touchpoints.
• Schedule preventative maintenance visits across customer accounts to ensure systems remain in compliance with NFPA and local code requirements.
• Contact customers via phone and email to schedule, confirm, and reschedule inspection and PM appointments.
• Run orders and reports from the database to support inspection workflows and management reporting.
• Maintain accurate customer and system information within company databases and respond to general customer inquiries.
• Verify that reports have come into the database and are ready for billing.
• Work closely with inspectors, the Service Department, and the broader Inspection team to coordinate activities and follow up on outstanding items.
• Assist in obtaining information needed for each job, including PO numbers, tax-exempt forms, insurance certificates, and certified payroll information.
• Scan and upload documents to the online document storage system for the entire department, including invoices, purchase orders, contracts, and other customer-specific records.
• Support the Billing Department and the Inspection Manager with special projects, including distribution of marketing materials, filing, payroll and time backup, and renewal agreements.
• Perform other duties as assigned.

Qualifications:

• High School Diploma or GED required;
  Associate's Degree preferred.
• A minimum of 3+ years of office administration experience required; 5+ years preferred.
• Prior experience in the fire protection, life safety, or construction industries strongly preferred.
• Experience with billing, dispatch, scheduling, or service coordination strongly preferred.
• Proven ability to learn new systems and processes quickly and operate with minimal ramp-up time.
• Strong computer skills with proficiency in Microsoft Office; experience with service management software or ERP systems is a plus.
• Exceptional accuracy and attention to detail.
• Excellent written and verbal communication skills.
• Strong customer service skills with the ability to interact professionally with internal and…