Bookkeeper / Administrative Support

We are looking for a detail-oriented, self-directed full-cycle bookkeeper to manage the financial operations across both business lines. This is a fully remote, 40-hour work week role. The right person will be proactive, organized, and comfortable managing a high volume of transactions under time pressure, particularly during festival season.

Key Responsibilities

Festival (Annual Event):

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

Concerts (Year-Round Shows):

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

Payroll:

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

Payment Tracking:

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

Email Correspondence:

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

Skills, Knowledge and Expertise

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

Benefits

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

Originally posted on Himalayas