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 filingCompile backup receipts for invoicingCreate waivers for invoicingProcessing and data entry in Vantage accounting softwareEmailing invoices to clientsEmailing clients to follow up on payment statusCOI RequestsFinalizing AIA documentsContract follow up emailsExpired DocuSign processAttend monthly AR callsAssist in monthly close out processLogging email responsesCreating redacted prime agreementsAdditional duties and miscellaneous projects, as assigned Qualifications A minimum of 1-2 year of experience working in an office settingExcellent communication skills—written and verbal—are essentialMust be able to handle multiple tasks accuratelyDetail-oriented individual who emphasizes accuracy is essentialWell-organized and thorough are essential traits of the individualMust have experience with Microsoft Office applicationsExperience with Deltek Vision/Vantagepoint software a plusKnowledge of basic construction lien forms is a plusExperience 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. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us. The compensation range is $22-25/hr, plus benefits. Life at Ware Malcomb The final agreed upon compensation is based on individual education, qualifications, experience, licensing, project specialty/complexity and work location. At Ware Malcomb, certain roles are bonus eligible.