Administrative Assistant- Inspection & Service Department

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Ellis Fire is recognized as a leader in the fire protection industry and with a team of experienced professionals and a wide array of services, the company continues to innovate and adapt to the changing needs of its clients. Looking ahead, Ellis Fire aims to further expand its services, incorporate the latest advancements in fire protection technology, and continuously improve its service offerings to maintain its status as a trusted name in fire safety.

Due to to continued growth, we are looking for an Administrative Assistant to support the Inspection & Service Department in Woburn, MA. The Administrative Assistant provides vital support to the Fire Alarm Department by performing a variety of administrative, clerical, and customer service tasks. The role ensures smooth operation of daily activities, assists with scheduling, documentation, data entry, and communicates with internal teams and external clients to help the department fulfill its responsibilities efficiently and professionally.

Key Responsibilities

• Answer and direct phone calls, emails, and other communications for the Fire Alarm Department.
• Schedule and coordinate service appointments, inspections, and maintenance visits for technicians.
• Maintain and update department files, records, and databases including inspection reports, certifications, service records, and customer information.
• Prepare and process work orders, invoices, proposals, and other required documentation.
• Assist with tracking and managing inventory of fire alarm equipment and supplies.
• Support compliance efforts by ensuring documentation meets regulatory and company standards.
• Facilitate communication between technicians, clients, and other company departments.
• Respond promptly to client inquiries, provide information regarding services, and escalate technical questions as appropriate.
• Assist with project tracking, deadlines, and reporting for departmental activities.
• Prepare meeting agendas, take meeting minutes, and support various departmental initiatives.
• Perform general office duties such as scanning, copying, data entry, and mail distribution.
• Other administrative tasks as assigned by the Fire Alarm Department Manager.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum of 1-2 years of administrative experience, preferably in a service, fire protection, or construction environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Excellent organization, communication, and interpersonal skills.
• Ability to prioritize and multitask in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Experience with scheduling software or customer relationship management (CRM) systems a plus.
• Familiarity with fire alarm systems or fire protection industry terminology is an asset but not required.

Work Environment

• Standard office setting, with occasional visits to job sites if required.
• This position may require occasional overtime to meet deadlines.

Physical Requirements

• Ability to sit and use a computer for extended periods.
• Occasionally lift or move office supplies up to 20 pounds.

As a member of the DU Family of Companies, we believe that investing and empowering our employees as leaders, we will develop 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 competitive pay rates for experienced professionals, ensuring your skills are recognized and rewarded appropriately.

• Comprehensive Benefits Package: Enjoy an industry-leading benefits package that includes medical, dental, vision, and additional perks, ensuring your health and well-being are taken care of.

• Strength of the Family: The Davis-Ulmer Family of Companies, with over 30 locations across the East Coast and Midwest, epitomizes the strength of a team-first mindset. Embracing a culture of collaboration, we unite to share knowledge, resources, and best practices across our network of branches. This collective approach strengthens us as a cohesive group, amplifying our impact far beyond what any individual business unit could achieve alone.

• Backed by APi Group: As a subsidiary of APi Group, a publicly traded, multi-billion-dollar corporation headquartered in Minnesota, we provide the financial stability and support needed for success. Benefit from world-class training and leadership development opportunities, backed by a powerhouse in the Fire Life Safety & Security industry.

• Long-Term Career Relationships: Many of our employees have been with us for 20+ years! We believe in investing in the right people, fostering enduring professional relationships that benefit both individuals and the company alike. Join us and become part of a community where your dedication is recognized and valued for the long term.

• Values Match: We prioritize hiring individuals whose values align with ours. Our commitment to value-driven recruitment is a cornerstone of our People/Talent Development Operating Code.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

DAVIS-ULMER'S ENDURING PURPOSE: "To protect what people value most."