Administrator - Inspection Department

Location: Hawthorne, NY
Employment Type: Full-Time
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…