Accounting Assistant

Ware Malcomb

Accounting Assistant supporting daily operations in a dynamic design firm. Responsibilities include administrative tasks and fostering client relationships within the accounting team.

Posted 6/29/2026full-timeIrvine • California • 🇺🇸 United StatesJunior💰 $22 - $25 per hourWebsite

About the role

Key responsibilities & impact

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

Requirements

What you’ll need

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

Benefits

Comp & perks

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.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Data EntryInvoicingContract ManagementPayment ApplicationsLien WaiversConstruction Lien Forms

Soft Skills

Organizational SkillsMultitaskingThoroughness