Project Accountant

Ware Malcomb; Vaughan; On-site; CAD 60,000 - 90,000; Full time

Job summary

Ware Malcomb is seeking a Project Accountant to support regional offices by processing contracts, budgets, and billing across projects. You will analyze project data, ensure accurate contract setup, and maintain consistency with firm guidelines.

You will collaborate with project teams and clients to manage budgets, invoicing, and accounts receivable. This full-time role focuses on accuracy, process improvement, and timely monthly close across offices in Canada.

Qualifications

• Excellent communication skills – written and verbal – are essential.
• Detail-oriented and accuracy-focused.
• Well-organized and thorough traits are essential.
• Experience with Deltek Vision/Vantagepoint software is a plus.
• Billing experience including payment applications, lien waivers, and releases is a plus.

Responsibilities

• Prepare client and consultant contracts using approved templates.
• Review budgets for accuracy before preparing contracts.
• Update accounting system to reflect client billing requirements and enter budgets.
• Set up projects in Deltek, coordinate budgets and contracts with project teams.
• Generate and distribute monthly billing drafts company-wide.
• Prepare monthly invoicing and related paperwork (payment apps, waivers).
• Research and resolve discrepancies between forecasted and actual billings.
• Respond to billing-related inquiries from internal customers.
• Conduct monthly training for Project Managers on billing processes.
• Run monthly A/R aging reports and follow up on past due balances.
• Participate in monthly A/R calls with Office Leaders and Operations Managers.
• Review consultant invoices for contract and budget compliance.

Skills

Excellent communication

Detail oriented

Well organized

Lien forms knowledge

Billing knowledge

Tools

Microsoft Office

Deltek Vision/Vantagepoint

Job description

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 a Project Accountant at Ware Malcomb, you will be a key member of the administrative team, providing specialized and efficient support to our regional offices. In this role, you will analyze projects from start to finish, working closely with project teams and clients to process accurate contracts, budget reports, and billing. By building strong relationships with regional office staff and clients, you will provide customized support across key functions, including budgeting, contracts, billing, and accounts receivable. You will analyze project information to ensure compliance with Ware Malcomb’s standard guidelines and collaborate with other Project Accountants to maintain consistency in procedures and service across all regional offices.

Your Role

Budgets & Contracts:

• Preparation of all standard client and consultant contracts using approved contract templates
• Reviewing approved proposals and budgets for accuracy and consistency prior to preparing the corresponding contracts
• Updating the accounting system to reflect client-specific billing requirements
• Preparation, maintenance and entry of all budgets in Deltek Vantagepoint.
• Working with project team to obtain all necessary information to set up projects in the system, enter budgets and prepare contracts
• Detecting & alerting Project Accounting Manager of any projects or contracts that fall outside of the firm’s standard contract form or process
• Working closely with Project Accounting Manager to coordinate contract revisions
• Coordinating with Project Managers to obtain contract signatures from clients and consultants
• Processing close-out projects at the end of every month

Billing:

• Generating and distributing monthly billing drafts to Project Managers company-wide
• Preparing Monthly Invoicing & related paperwork including Payment Applications, Waivers; coordinating Consultant Certifications & Consultant Waivers with consultants payable team
• Researching and working with Project Managers to resolve discrepancies between forecasted billing amounts and actual billings by the monthly billing deadline
• Responding to billing-related calls and emails from internal customers related to invoicing
• Conducting regular training for new & existing Project Managers on the billing process

Accounts Receivable:

• Running a monthly aging report and follow up on past due balances by phone and email
• Participating in monthly A/R calls with Office Leaders and Operations Managers
• Processing invoice revisions and responding to client requests
• Researching payment applications and reconciling A/R ledgers

Consultants Payable:

• Reviewing consultant invoices to ensure compliance with contract and budget
• Working with the Project Management team to resolve budget and invoicing issues

Miscellaneous:

• Conduct monthly Operations Meetings
• Work closely with Operations Managers to improve processes & encourage consistency & adherence to established processes
• Demonstrate good judgement and strong grasp of accounting principals when guiding Project & Office Leaders in decision making
• Partner with their office(s) on KPI’s such as revenue, DSP and profitability

Qualifications

• Excellent Communication skills – written and verbal – are essential
• 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.

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.