Accounting Assistant

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.