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Accounting Assistant

Ware Malcomb is hiring for an Accounting Assistant in our Irvine, CA 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.

Accounting Assistant Responsibilities:

  • Processing and basic data entry in Vision accounting software
  • Processing and basic 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

Accounting Assistant Qualifications:

  • 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

Preferred:

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

 

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