Bookkeeper / Administrative Support

Nightowl Consulting; Philippines; On-site; PHP 335,000 - 603,000; Full time

Job summary

Nightowl Consulting is seeking a detail-oriented bookkeeper/payments coordinator to manage vendor onboarding, invoicing, and payroll for annual festivals and year-round concerts. Responsibilities include processing W-9s, attaching estimates to bills in QuickBooks, and ensuring timely payments.

You will reconcile budgets across QuickBooks, Melio, and bank statements, run payroll on the 1st and 15th via Gusto, and coordinate with vendors and staff to maintain accurate cash flow.

Responsibilities

• Onboard vendors, collect W-9s and current addresses.
• Follow budget spreadsheet; track submissions and approvals.
• Attach quotes and estimates to all bills in QuickBooks.
• Work with Festival Director and Crew Director on payment timing and prioritization.
• Attach invoices to all payments in QuickBooks; no exceptions.
• Reconcile budget, QuickBooks, and bank accounts to track cash flow during festival period.
• High-volume period: ~700 entries/payments in 2–3 weeks; ensure readiness before July.
• Run payroll for vendors and employees on the 1st and 15th via Gusto.
• Track payments from submission through completion; flag discrepancies across systems.

Skills

Bookkeeping

Vendor coordination

Gusto

QuickBooks Online

Google Sheets

Tools

QuickBooks Online

Google Sheets

Gusto

Melio

Google Workspace

Zoom

Job description

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

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