Bookkeeper / Administrative Support

Department: Operations

Employment Type: Full Time

Location: Brgy., Bungad/ Quezon City/ Philippines, Client, Remote

Key Responsibilities

•  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 

•  Weekly QuickBooks entry for the prior weeks shows 
•  Enter vendor information from W-9s 
•  Process crew payments and other recurring entries 
•  Consistent, repeatable workflow — approximately 6 entries per event 

•  Run payroll for vendors and employees on the 1st and 15th of each month via Gusto 

•  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 

•  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