Contracts Assistant

Ware Malcomb

Contracts Assistant supporting the Contracts Administrator at Ware Malcomb, a forward-thinking design firm. Responsible for preparing and organizing contractual documents while collaborating with internal teams.

Posted 6/29/2026full-timeIrvine • California • 🇺🇸 United StatesJuniorMid-Level💰 $25 - $30 per hourWebsite

About the role

Key responsibilities & impact

At the direction of the Contracts Administrator, prepare final contract drafts, file documents and correspondence, and keep detailed notes in accounting software
Ensure all contract related documents are organized and stored according to company policy
Prepare transmittals and courier packages
Route agreements through the signature process; follow up via email and phone to obtain executed contracts
Create tracking and status reports for the accounting and operations teams
Adhere to established turnaround times and deadlines
Engage directly with internal teams in project management, marketing, finance, accounting, operations and human resources departments
Additional duties as assigned

Requirements

What you’ll need

A Bachelor’s degree in business, accounting, finance, law or a related discipline preferred
2-3 years office experience preferably in a legal department or law office, or within the construction, architecture or other related industry
Experience with reviewing and/or processing contracts and other legal documents
The ability to thrive in a fast-paced environment and manage multiple deadlines
Excellent oral and written communication skills, including familiarity with common legal terminology
Exceptional organization skills, strong self-motivator with superior attention to detail
The ability to independently prioritize and manage multiple tasks while satisfactorily meeting deadlines and desired outcomes
Strong interpersonal skills, ability to work with individuals at all levels of the organization in a positive, collaborative manner
Proficiency in Microsoft Office applications; experience with Deltek Vision software a plus.

Benefits

Comp & perks

The final agreed upon compensation is based on individual education, qualifications, experience, licensing, project specialty/complexity and work location.
We may exceed the posted compensation range for candidates who surpass the posted requirements.
Certain roles are bonus eligible.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Contract ProcessingFinal Contract DraftingDocument FilingTracking and Status ReportingDeadline Management

Soft Skills

Excellent Communication SkillsStrong Organizational SkillsSelf-MotivatorAttention to DetailCollaborative Work Style