Bookkeeper / Administrative Support

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 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 

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

About
NightOwl Consulting was born from the desire for more! As prior clients of a BPO, we found ourselves struggling with support, understanding of our business industry, and the treatment of our global family… from this, NightOwl Consulting was born. Our mission is to connect companies with world-class talent with the overall vision to build a global family that aspires to reach its highest potential.