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Accounting Assistant

Company: Ware Malcomb
Location: Irvine
Posted on: June 7, 2021

Job Description:

Ware Malcomb is hiring an Accounting Assistant in our Irvine, California corporate office.

The Accounting Assistant is a key member of the Ware Malcomb Project Accounting team and is responsible for supporting the daily functions of the group by providing administrative and office services and implementing administrative procedures and policies. The Accounting Assistant will work closely with the Project Accounting team to provide a high level of service to internal and external clients and consultants.


  • Processing and data entry in Vision accounting software

  • Processing and data entry of consultant invoices according to our requirements in the Elevia Payables Approval & Tracking software

  • Email and phone communication with consultants regarding billing and revisions needed

  • Assist Project Accounting team with billing & contract preparation

  • Send invoices and contracts to Clients and coordinate related questions and revisions with the lead Project Accountant

  • Compile backup receipts for invoicing

  • Scan documents

  • Maintain paper & electronic filing
  • Provide backup front desk coverage for Receptionist during breaks, lunches and absences: answer and direct a high volume of calls for all of the regional offices; receive guests; manage the conference room calendar; prepare mail and courier packages.

  • Additional duties and miscellaneous projects, as assigned


  • 1-2 years minimum experience working in an office environment.

  • Must have experience with Microsoft Office applications; experience with Deltek Vision software a plus.
  • Excellent communication skills, written and verbal, are essential.
  • Must be able to handle a high volume of multiple tasks accurately; thrives in a fast-paced, team environment
  • Detail-oriented individual who emphasizes accuracy is essential
  • Well-organized and thorough are essential traits of the individual
  • Knowledge of basic construction lien forms is a plus
  • Experience with billing, and completing payment applications, lien waivers and releases is a plus


  • Notary or willingness to become notary within 90 days of hire.

Ware Malcomb is an award winning international design firm offering integrated services to clients throughout the world. Founded in 1972, Ware Malcomb offers architecture, planning, interior design, civil engineering, branding and sustainable design services to a diverse client base.

Ware Malcomb provides the best of both worlds; a small office supportive and nurturing work environment coupled with the resources, amenities, and opportunities afforded by a large International Design firm.

Ware Malcomb offers a whole life balance, health-focused company culture, competitive salary and overall benefits package along with an excellent opportunity for professional growth.

Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and was chosen as a 2018 Best Firm to Work for by Zweig Group!

Must be legally authorized to work in the United States

Keywords: Ware Malcomb, Irvine , Accounting Assistant, Other , Irvine, California

Click here to apply!

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