Bookkeeper / Administrative Support
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AI Summary
Manage full-cycle bookkeeping and financial operations across two business lines, including high-volume transaction processing during festival seasons. Handle payroll via Gusto, vendor onboarding, and maintain alignment between budget spreadsheets and accounting software.
Bookkeeper / Administrative Support
Department: Operations
Employment Type: Full Time
Location: Client
Compensation: ₱35,000 - ₱50,000 / month
Description
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
- 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
- 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
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