About this role
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.
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.