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