Ware Malcomb

Accounting Assistant

Posted 2 Days Ago

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Irvine, CA, USA

Hybrid

Junior

Design

The Role

Provide administrative support to the Accounting team in an AEC firm: manage project filing, process data entry and invoicing in Vantage/Deltek, handle COI and DocuSign document processes, follow up with clients on payments, assist month-end close and AR calls, and perform miscellaneous accounting and contract support tasks.

Summary Generated by Built In

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

As an Accounting Assistant at Ware Malcomb, you will play a vital role in supporting the daily operations of the Accounting team by providing essential administrative assistance. You will be the first point of contact and create a welcoming and professional environment while fostering positive relationships with both clients and internal team members. This is a great opportunity to build administrative skills in a professional AEC environment, while gaining exposure to accounting processes and working closely with experienced professionals.

Your Role

Maintain project related filing
Compile backup receipts for invoicing
Create waivers for invoicing
Processing and data entry in Vantage accounting software
Emailing invoices to clients
Emailing clients to follow up on payment status
COI Requests
Finalizing AIA documents
Contract follow up emails
Expired DocuSign process
Attend monthly AR calls
Assist in monthly close out process
Logging email responses
Creating redacted prime agreements
Additional duties and miscellaneous projects, as assigned

Qualifications

A minimum of 1-2 year of experience working in an office setting
Excellent communication skills—written and verbal—are essential
Must be able to handle multiple tasks accurately
Detail-oriented individual who emphasizes accuracy is essential
Well-organized and thorough are essential traits of the individual
Must have experience with Microsoft Office applications
Experience with Deltek Vision/Vantagepoint software a plus
Knowledge of basic construction lien forms is a plus
Experience with billing, and completing payment applications, lien waivers and releases is a plus

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.

Skills Required

1-2 years of office experience
Excellent written and verbal communication skills
Ability to handle multiple tasks accurately
Detail-oriented and accuracy-focused
Well-organized and thorough
Experience with Microsoft Office applications
Experience with Deltek Vision/Vantagepoint software
Knowledge of basic construction lien forms
Experience with billing, payment applications, lien waivers and releases

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The Company

HQ: Irvine, CA

836 Employees

Year Founded: 1972

What We Do

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects. Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and a Hot Firm by Zweig Group. The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record’s Top 500 Design Firms and the top 25 interior design firms in Interior Design magazine’s Top 100 Giants. For more information, visit http://www.waremalcomb.com/news and view Ware Malcomb’s Brand Video at youtube.com/waremalcomb.