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