Administrative Assistant / Bookkeeper & Proposal Coordinator

S Y Lee Associates, Inc., an engineering consulting firm in Glendale, is seeking an organized, detail-oriented administrative professional with accounts receivable experience and a strong eye for document design.

In this role, you will track client payments, follow up on outstanding balances, help our engineers prepare polished fee and technical proposals, and support daily office operations. The ideal candidate is comfortable working with numbers, persistent and professional in payment follow-up, and skilled at creating visually appealing business documents.

Work Hours: Monday Through Friday, 12:00 - 5:00 PM

Responsibilities

• Accounts receivable: Track invoices, reconcile payments, and maintain accurate reports of outstanding balances.
• Client payment follow-up: Proactively contact clients by email and phone regarding overdue invoices, request payment dates, track payment commitments, and keep management informed of unresolved balances.
• Proposal preparation: Prepare, edit, and format fee and technical proposals using scopes, fees, and technical content provided by our engineers and management.
• Document design: Create professional proposal layouts, covers, tables, graphics, and presentations. Maintain consistent company templates and proofread documents for accuracy, formatting, and visual quality.
• Bookkeeping support: Assist with invoicing, accounts payable, bank deposits, and financial recordkeeping.
• Office administration: Answer and screen calls, organize and archive emails, maintain files, and provide administrative support to management and project staff.

Qualifications

• Experience with accounts receivable, invoicing, bookkeeping, and professional client communication.
• Strong proficiency in Microsoft Office, especially Word, Excel, and PowerPoint including document formatting, spreadsheet formulas and reporting, presentation layouts, and email management.
• Experience preparing professional proposals, reports, or presentations, with strong document-layout or graphic design skills.
• Experience with QuickBooks and Sage/Peachtree.
• Excellent written communication, organization, accuracy, and attention to detail.
• Ability to handle confidential information, work independently, and manage multiple deadlines.

Preferred Experience

• Experience in an architecture, engineering, construction, or professional services office
• Familiarity with website design