Accounting Assistant

Ware Malcomb; Irvine (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Ware Malcomb is seeking an Accounting Assistant to support the Accounting team and handle essential administrative tasks in a professional AEC environment. You will manage invoicing, data entry in Vantage, and assist with monthly close out while maintaining strong client and internal relationships.

The role involves preparing backup receipts, waivers, and AIA documents, and handling AR calls with a detail-oriented and organized approach.

Qualifications

• 1–2 years in an office setting.
• Excellent communication skills—written and verbal.
• Ability to multitask accurately.
• Detail-oriented with strong organization.
• Well-organized and thorough.
• Experience with Microsoft Office applications.
• Experience with Deltek Vision/Vantagepoint is a plus.
• Knowledge of basic construction lien forms is a plus.
• Experience with billing, payment applications, liens and releases is a plus.

Responsibilities

• Maintain project filing.
• Compile backup receipts for invoicing.
• Create waivers for invoicing.
• Data entry in Vantage accounting software.
• Email invoices to clients.
• Follow up on payment status with clients.
• COI Requests.
• Finalize AIA documents.
• Contract follow-up emails.
• Expired DocuSign process.
• Attend monthly AR calls.
• Assist in monthly close out process.
• Log email responses.
• Create redacted prime agreements.
• Handle additional duties and projects as assigned.

Skills

Communication skills

Task management

Attention to detail

Organization

MS Office proficiency

Billing experience

Verbal and written communication

Tools

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 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.

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.

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.