Bookkeeper / Administrative Support

Requirements

• Proven experience with QuickBooks Online, specifically class-based accountingMust
• Proficiency with Google Sheets for budgeting, reconciliation, and multi-user collaborationMust
• Experience processing payroll via GustoMust
• Experience with Melio for ACH and check paymentsMust
• Strong attention to detail with meticulous documentation requirementsMust
• Clear and professional written communication skills for vendor and employee-facing correspondenceMust
• Ability to manage multiple ongoing workflows and follow up independently without promptingMust
• Proactive, self-directed approach to workMust
• Ability to work under time pressure during high-volume periodsMust
• Professional representation of the organization in all external vendor communicationsMust
• Fully operational and able to handle festival season workload before JulyMust

What you'll do

• Onboard vendors and collect/file W-9s and current addresses
• Track budget submissions and approvals using spreadsheet templates
• Attach quotes, estimates, and invoices to all bills and payments in QuickBooks with no exceptions
• Reconcile budget spreadsheet, QuickBooks, and bank accounts to track cash flow
• Process high-volume transactions during festival season (approximately 700 entries within 2-3 weeks)
• Perform weekly QuickBooks entry for concert shows with consistent, repeatable workflow
• Run payroll for vendors and employees on the 1st and 15th of each month
• Track all payments from submission through completion across multiple systems
• Flag discrepancies proactively across budget, QuickBooks, Gusto, Melio, payment tracking, and bank statements
• Manage bookkeeping inbox and respond to vendor, employee, and financial institution correspondence
• Coordinate with vendors on payment timelines, invoice submission, and preferred payment methods

About the role

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