W&M Fire Protection, a subsidiary of Davis-Ulmer Sprinkler Company, is a full-service fire protection contractor with complete design, installation, and fabrication capability.  W&M has proudly served the tri-state and New England areas for over 20 years, and offers a challenging and rewarding work environment.

At Davis-Ulmer we believe that investing and empowering our employees as leaders develops 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.

We are currently seeking candidates for an Administrative Assistant at our office in Hawthorne, NY.  Please read through the following job description, if you are interested in applying, please be sure to attach a cover letter and resume for our review.

Summary

The administrative assistant will be the point of contact for our Hawthorne office. The primary responsibility in this position will be to assist the Branch Manager/VP, EVP, and other managers when requested, along with any questions or concerns an office or field employee may have. This person will also have daily contact with our Long Island office to support any needs that come up.

Job Responsibilities & Duties

  • Answer phones, take messages, and email to the service or inspections team. Updating the phone log weekly
  • Restock office/kitchen as necessary, order supplies, and business cards as see fit
  • New Hire set up for field and office employees, this includes JATC applicant process
  • Offboarding for employees – emailing HR/payroll and completing action slips and/or checklist
  • Send customers inspection reports when asked
  • Organize social events and lunch meetings
  • Send mail out, when necessary, via FedEx/UPS/USPS and retrieve mail from mailbox and organize accordingly
  • Code, scan, and email invoices to DU AP department to process for payment
  • Ownership of company newsletter. Responsible for emailing leaders for monthly content
  • Assist employees in accessing the Expense Report App
  • Monthly credit card reconciliation for managers
  • Payroll review process for Union and Non-union staff on Monday, Tuesday, and Wednesday’s
  • Manage the social media content for Instagram and LinkedIn and post regularly
  • Send out reminders to employees e., financial Fridays, company updates, etc.
  • Ownership of tracking and renewing company license renewals
  • Assist in tracking fleet information with the shop manager

QUALIFICATIONS/REQUIREMENTS:

  • High School Diploma/GED required; Associate’s Degree preferred
  • Previous experience in an administrative setting or equivalent combination of education and experience
  • Previous experience in the fire protection industry a plus
  • Good oral, written and telephone skills
  • Good customer service skills
  • Time management, organizational and interpersonal skills
  • Moderate to advanced computer skills including Microsoft products

PHYSICAL DEMANDS and WORK ENVIRONMENT:

  • Office environment – moderate noise
  • Mostly sedentary role with the need to move about the office to copy, scan, fax and file
  • Will require opening of heavy file cabinets with bending, stooping or kneeling to file
  • May require light lifting of storage boxes, packages to be mailed, etc.
  • May require consistent time spent on the computer and phone throughout the day

LIMITATIONS and DISCLAIMER:

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position.  Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.

Offers of employment are contingent upon satisfactory results of a pre-employment drug test and criminal background check.

Davis-Ulmer and its subsidiaries are affirmative action and equal opportunity employers, and do not discriminate on the basis of any legally protected status or characteristic.  Minority/Female/Disability/Veteran

Equal Opportunity Employer, including disabled and veterans.
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