Office ManagerFront Desk

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

You're the first face people see when they walk into the office — you set the tone for every client experience. You're here to provide financial clarity to leadership so they can make informed decisions. You're here to keep the firm's finances organized, accurate, and up to date. You're here to keep the permitting process moving by staying on top of municipalities, paperwork, and tracking.

WHO YOU ARE:

You are detail-oriented, organized, and committed to accuracy above all else. You are trustworthy and discreet with sensitive financial information. You are organized and follow-through minded, especially when juggling multiple active permit applications. You are patient and persistent — permit follow-up requires both, in equal measure. You communicate clearly and professionally with clients, consultants, and government officials alike.

WHAT YOU DO:

HOSPITALITY

Greet and welcome all visitors — clients, consultants, contractors — warmly from the moment they walk in the Maintain the office environment so it is always welcoming: clean, stocked, and well-organized for every arrival. Prepare for client visits: beverages, meeting room setup, printed materials — anticipate what they'll need before they ask.

FINANCES

Weekly: Check deposits and categorize entries in QBO, reviewing any questions with Travis. Weekly: Manage the firm's accounts — understand the 5 different accounts and transfer funds using the tracking spreadsheet. Weekly: Receive and enter consultant bills into Monograph, assigning them to the correct projects and saving in files. Monthly: Assist with payments — services (most auto-paid), rent (via Tenant Cloud), consultants (after verifying payment receipt), and employee reimbursements (verified in Monograph). Monthly: A/R follow-up — ensure invoices are paid and flag outstanding balances to leadership. Quarterly: Prepare the Profit & Loss Statement and a reworked P&L Annually: Coordinate the insurance audit.

PERMIT MANAGEMENT

Fill out and submit permitting forms on behalf of the design team. Call municipalities to follow up on permit applications, check processing status, and build relationships with key permit Upload and organize permitting documents in the appropriate project folders in Egnyte and Monograph. Flag permit delays or outstanding issues to project leaders promptly so nothing slips.

COMMUNICATIONS

Greet every visitor warmly and ensure they feel welcomed from the moment they arrive. Provide weekly permit status updates to project teams so they are never surprised by a delay. Communicate directly and professionally with municipal planning and building departments on permit applications. documents are complete, accurate, and submitted on time. Keep leadership informed of any permit delays or issues that could impact project timelines. Weekly check-in with Travis to review QBO categorizations and any outstanding financial questions. Provide monthly financial summary to leadership. Coordinate with project leads to ensure consultant bills are assigned to the correct projects. Communicate A/R status proactively — flag overdue invoices before they become a problem.