License Permit Administrator Jobs (NOW HIRING)

Description

Job Summary: NEFCO is in a period of rapid and exciting growth as the Company integrates newly acquired businesses and strengthens standardized enterprise processes. The Business Tax & License Administrator supports NEFCO's multi-state tax, legal entity, licensing, and regulatory compliance functions and tax-related projects. This role serves as the primary coordinator for tax administration activities, regulatory filings, licensing renewals, legal entity compliance, and audit support. The position works closely with Finance, Legal, Operations, Human Resources, IT, Shared Services, and outside advisors to ensure the Company remains compliant across all jurisdictions while supporting acquisitions, branch expansions, and ongoing business operations.

Essential Responsibilities & Requirements:

Tax Compliance & Audit Support (Highest Priority): Support the Tax Manager and tax team members with all aspects of indirect tax compliance, state & municipal tax audits, in addition to tax-related projects.

Audit Support

• Prepare and run reports required to support state and municipal tax audits.
• Coordinate with Accounting, Shared Services, Operations, IT, and other departments to obtain audit support documentation.
• Organize, reconcile, and maintain audit workpapers.
• Track audit requests, due dates, and outstanding information requests.
• Coordinate responses with external tax advisors and auditors.

Tax Reporting & Reconciliations

• Prepare and reconcile monthly sales and use tax supporting schedules.
• Assist with reconciliation of Sales Tax related accounts, including accrued sales tax, sales tax write-offs and sales tax prepayments by:
• Business Entity
• State
• Tax jurisdiction
• Support development of recurring reports for:
• Sales tax accruals
• Merchandise returns
• A/R write-offs
• Sales tax adjustments
• Use tax reporting
• Assist with identifying reporting improvements within the ERP system

Tax Administration

NEFCO Tax Mailbox

• Review, organize, and respond to the Tax Department mailbox.
• Route tax notices to appropriate personnel.
• Save correspondence and support documentation to designated network folders.
• Maintain/organize electronic records for all tax jurisdictions.

Master Filing Calendar

• Review filing calendar daily.
• Monitor all filings and payment due dates.
• Add new filing obligations as business operations expand.
• Maintain filing schedules for all jurisdictions.
• Update completed filings and payment remittances.
• Monitor upcoming renewal and registration deadlines.

Legal Entity Compliance: Support the Company's legal entity compliance program.

Annual Reports

• Coordinate annual reporting requirements for all company legal entities, including non-integrated acquisitions and Other domestic legal entities.

Fictitious Names (DBAs)

• Prepare applications and renewals for business fictitious/assumed names registrations.
• Monitor renewal deadlines across multiple states.

Legal Documentation

• Obtain tax clearance certificates for entity dissolutions and reorganizations.
• Support closure of inactive legal entities.
• Assist with preparation, filing, and maintenance of business entity documentation.
• Coordinate with Legal and outside service providers regarding entity registrations and compliance.

Licensing, Permits & Regulatory Compliance: Manage licensing and permit compliance for all operating entities.

License Management

• Maintain license inventory and renewal schedules.
• Coordinate license renewals for all legal entities.
• Ensure timely submission of renewal applications.

Contractor & Engineering Licensing

• State and local contractor license applications and renewals.
• Engineering permit qualification applications.
• Engineering permit renewals.
• Regulatory correspondence and recordkeeping.

Sales Tax & Business Registrations

• Coordinate registrations including:
• Sales tax licenses
• Local business licenses
• County permits
• Municipal registrations
• Business personal property tax registrations
• Industry-specific registrations and certificates

Acquisitions, Integrations & Expansion Support

Acquisitions & Integrations

• Perform licensing and tax due diligence for acquired businesses.
• Identify required state and local registrations requirements for integration.
• Coordinate transfer of tax registrations and licenses from acquired businesses.
• Serve as liaison between acquired businesses and the corporate tax function during integration.

Branch Openings, Relocations & Closures

• Coordinate tax and licensing requirements for new and relocated branches, including:
• State sales tax registrations
• County license applications
• City business registrations
• Business personal property tax filings
• Regulatory compliance requirements

Requirements

Required

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration with concentration in paralegal studies, or related field preferred.
• 3+ years of experience in tax, legal compliance, licensing, corporate governance, or accounting with a focus on construction, manufacturing or related industries.
• Experience supporting multi-state tax compliance, licensing, or regulatory filings preferred.
• Strong detailed organizational and project management skills.
• Advanced Microsoft Excel skills.
• Experience with ERP systems and document management systems preferred.
• Ability to manage multiple deadlines while maintaining exceptional attention to detail.

What Success Looks Like:

• Timely completion of all tax filings and payment remittances.
• Zero missed licensing or annual reporting deadlines.
• Successful support of tax audits with complete and accurate documentation.
• Well-maintained tax mailbox and filing calendar.
• Accurate maintenance of legal entity records and regulatory filings.
• Effective coordination of licensing and tax requirements for acquisitions, integrations, and branch expansions.
• Continuous improvement of tax compliance processes and reporting.