Contracts Assistant

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

The Contracts Assistant is a key member of the Ware Malcomb administrative team and supports the daily functions of the Contracts Administrator role. The Contracts Assistant is responsible for preparing and storing contractual documents, and coordinating with internal Contracts team members, accounting staff, CFO and Project Management teams to ensure compliance with Ware Malcomb’s established guidelines.

Your Role

• At the direction of the Contracts Administrator, transcribe contract redlines in Microsoft Word, prepare final contract drafts with redlines incorporated, 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 clients in the project management, marketing, finance, accounting, operations and human resources departments
• Schedule meetings and conference calls with internal and external clients
• Assisting in filing of legal & collections claims with outside counsel
• Assist with miscellaneous legal transactions as assigned
• Additional duties as assigned

Qualifications

• 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

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional 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, and public/institutional projects.

The firm is also ranked among the top 15 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 www.waremalcomb.com.