Office Experience, Finance & Permits Coordinator

The Spencer Group, Inc.; Kansas City (KS); On-site; USD 48,000 - 60,000; Full time

Job summary

The Spencer Group, Inc. is seeking a detail-oriented office administrator to maintain financial records, manage permits, and ensure smooth client interactions. You will oversee QuickBooks Online entries, billing, and monthly reconciliations while coordinating with project leaders.

Responsibilities include permit filing, vendor payments, A/R follow-up, and preparing quarterly financial reports. A professional, discreet approach is essential for handling sensitive information.

Qualifications

• Detail-oriented and trustworthy with sensitive financial information.
• Organized and able to juggle multiple permit applications.
• Clear, professional communication with clients, consultants, and government officials.

Responsibilities

• Greet visitors and keep the office welcoming and organized.
• Check deposits and categorize entries in QuickBooks Online weekly.
• Manage the firm's accounts and transfer funds using a tracking spreadsheet weekly.
• Enter consultant bills into Monograph and assign to projects.
• Assist with payments for services, rent, consultants, and reimbursements monthly.
• Follow up on A/R and flag outstanding balances to leadership.
• Prepare quarterly Profit & Loss statements and coordinate the insurance audit.
• Submit permitting forms and liaise with municipalities; track permit statuses.
• Provide weekly permit updates to project teams and keep leadership informed.

Skills

Attention to detail

Discretion

Organization

Professional communication

Tools

QuickBooks Online

Monograph

Egnyte

Tenant Cloud

Job description

The Spencer Group, Inc. is seeking a detail-oriented office administrator to maintain financial records, manage permits, and ensure smooth client interactions. You will oversee QuickBooks Online entries, billing, and monthly reconciliations while coordinating with project leaders.

Responsibilities include permit filing, vendor payments, A/R follow-up, and preparing quarterly financial reports. A professional, discreet approach is essential for handling sensitive information.