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 week's 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
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

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

Bookkeeper – Administrative Support

Key skills