Administrative Assistant

About the role

LMM ENGINEERING is looking for a proactive Administrative Assistant to support our executive team and project staff. The role combines client interaction, office coordination, and basic accounting tasks while offering full remote flexibility.

Key responsibilities

• Serve as the first point of contact for clients via phone and email.
• Organise and schedule appointments, meetings and teleconferences for executives.
• Maintain a filing system, saving documents and adding relevant notes.
• Monitor project budgets, identify outstanding debts and inconsistencies.
• Prepare and issue invoices, bills and statements, and ensure timely payments.
• Send payment reminders and follow up with customers as needed.
• Update accounting records with new payments, balances and customer information.
• Respond to customer inquiries and handle billing complaints.
• Draft correspondence, research information and route communications for executives.
• Welcome guests and callers, directing inquiries appropriately.
• Handle confidential information with discretion.
• Receive and coordinate RFPs, develop marketing materials and edit proposal documents.
• Contact delinquent accounts and pursue payment through mail, phone or email.
• Cold‑call and email potential clients to present the company.
• Assist engineers and project managers with formatting, editing and researching proposals.

Required profile

• Undergraduate degree in business administration, accounting or marketing.
• 1–3 years of experience in a similar administrative or office support role.
• Accounting and marketing experience is an asset.
• Familiarity with the Deltek ERP system is a plus.

Required skills

• Deltek ERP system

What we offer

• Flexible remote work arrangement.
• Opportunity to work with an engineering firm on diverse projects.