Bookkeeper – Administrative Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Onboard all new vendors by collecting and filing W-9 forms along with their current addresses.

• Adhere to the festival budget spreadsheet while tracking all submissions and approvals.

• Ensure that all bills in QuickBooks are accompanied by quotes and estimates.

• Collaborate with the Festival Director and Crew Director to manage payment timing and prioritization.

• Attach invoices to all payments in QuickBooks without exception.

• Reconcile the budget, QuickBooks, and bank accounts to monitor cash flow during the festival period.

• Manage a high-volume period with approximately 700 entries and payments within a 2–3 week timeframe, ensuring full operational readiness before July.

• Perform weekly QuickBooks entries for shows from the prior week.

• Enter vendor details from W-9 forms.

• Process crew payments and other recurring entries efficiently.

• Establish a consistent and repeatable workflow with around 6 entries per event.

• Execute payroll for vendors and employees on the 1st and 15th of each month using Gusto.

• Track all payments from submission to completion.

• Maintain alignment across budget spreadsheets, QuickBooks, Gusto/Melio, payment tracking sheets, and bank statements.

• Proactively identify and flag any discrepancies across systems.

• Manage and respond to the bookkeeping inbox promptly.

• Communicate with vendors, employees, and financial institutions in a timely and professional manner.

• Work directly with vendors regarding payment timelines, invoice submissions, and preferred payment methods.

• Represent the company positively and professionally in all vendor interactions.

• Provide guidance and information to subcontractors as necessary.

⛳️ Requirements

• Demonstrated experience with QuickBooks Online, specifically in class-based accounting.

• Proficient in Google Sheets for budgeting, reconciliation, and collaborative multi-user work.

• Capable of managing multiple ongoing workflows and following up independently without prompting.

• Exceptional attention to detail, ensuring that every transaction is supported by the necessary documentation; no exceptions.

• Strong written communication skills, maintaining professionalism in vendor and employee-facing email correspondence as a core responsibility.

• Ability to represent the organization in a positive and professional manner in all external communications.

• Must be fully operational before July, as the festival season permits no ramp-up time once it begins.

🏝️ Benefits

• Competitive salary above the market rate.

• HMO coverage starting on Day 1 for the principal and two dependents.

• Government-mandated benefits included.

• Performance-based incentives offered.

• Participation in quarterly company events.

• 1,000 PHP De Minimis provided.

• Equipment and software will be supplied.