Bookkeeper / Administrative Support

• Onboard all new vendors — collect and file W-9s and current addresses
• Follow the festival budget spreadsheet and track all submissions and approvals
• Ensure quotes and estimates are attached to all bills in QuickBooks
• Work with the Festival Director and Crew Director on payment timing and prioritization
• Attach invoices to all payments in QuickBooks — no exceptions
• Reconcile the budget, QuickBooks, and bank accounts to track cash flow throughout the festival period
• High-volume period: approximately 700 entries and payments within a 2–3 week window — must be fully operational before July

• Weekly QuickBooks entry for the prior week's shows
• Enter vendor information from W-9s
• Process crew payments and other recurring entries
• Consistent, repeatable workflow — approximately 6 entries per event

• Run payroll for vendors and employees on the 1st and 15th of each month via Gusto

• Track all payments from submission through completion
• Maintain alignment across: budget spreadsheet, QuickBooks, Gusto/Melio, payment tracking sheet, and bank statements
• Flag any discrepancies across systems proactively

• Manage and respond to the bookkeeping inbox
• Communicate with vendors, employees, and financial institutions in a timely and professional manner

Vendor Coordination:

• Work directly with vendors on payment timelines, invoice submission, and preferred payment methods
• Represent the company in a positive and professional manner in all vendor communications
• Distribute guidance and information to subcontractors as needed

Systems & Tools:

• QuickBooks Online — class-based accounting (required); every bill requires attached estimate; every payment requires attached invoice
• Google Sheets — primary budgeting tool; master spreadsheet with individual director-level sub-sheets; must be comfortable reconciling in and out of QuickBooks
• Gusto — payroll and contractor payments
• Melio — ACH and check payments
• Google Workspace — Gmail, Google Chat, Google Sheets
• Zoom

• Proven experience with QuickBooks Online — class-based accounting specifically
• Comfortable with Google Sheets for budgeting, reconciliation, and multi-user collaboration
• Ability to manage multiple ongoing workflows and follow up independently without being prompted
• Strong attention to detail — every transaction requires supporting documentation attached; no exceptions
• Clear and professional written communication skills — vendor and employee-facing email correspondence is a core part of the role
• Ability to represent the organization positively and professionally in all external communications
• Must be fully operational before July — festival season allows no ramp-up time once it begins

• Above market salary
• HMO on Day 1 for principal and two dependents
• Government-mandated benefits
• Performance-based Incentives
• Quarterly Company Events
• 1,000 PHP De Minimis
• Equipment and software provided