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