Accounting Assistant: Billing & Admin (AEC Firm)

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

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.