Executive Alliance is pleased to represent our client who a diverse, independent talent and literary agency with offices in New York, NY, Los Angeles, CA and London, GB, representing clients in music, touring, live events, literary, and exhibitions.

They are seeking a detail-oriented Associate QuickBooks Bookkeeper to join their accounting/business management team.

In this role, you will provide critical support to the Head Bookkeeper, ensuring the financial health of their entertainment projects. This position is ideal for someone who understands the fast-paced nature of the industry and is proficient in managing high-volume transactions with precision.

NOTE: This is a part-time role working approximately 20 hours per week Tuesdays through Fridays.

The ideal Associate Bookkeeper will work remotely from the Central or Mountain US Time Zones to support the company's New York and Los Angeles offices.

This opportunity does have the potential of becoming a full-time hire.

Key Responsibilities

As the Associate Bookkeeper, your primary focus will be maintaining the integrity of supporting the daily financial operations through QuickBooks Online/Desktop.

1. Accounts Payable (AP)

Process a high volume of vendor invoices, ensuring proper coding to specific production departments or projects.
Manage the "Weekly Pay Run" by preparing checks and ACH transfers for approval.
Reconcile vendor statements and resolve any billing discrepancies or "past due" notices.
Collect and maintain Form W-9s for all new vendors and independent contractors.

2. Accounts Receivable (AR)

Generate and issue invoices to studios, networks, or talent clients based on contract terms.
Monitor aging reports and perform polite but persistent follow-ups on outstanding payments.
Record bank deposits and merchant processing receipts accurately.

3. Invoicing, General Support & Maintenance

Enter, review and issue invoices
Perform monthly bank and credit card reconciliations within QuickBooks.
Assist the Head Bookkeeper with monthly, quarterly, and year-end closing procedures.
Organize and digitize financial records for audit readiness.
Track expenses from agency personnel or talent assistants.

Required Skills & Qualifications

Software Expertise: Minimum 5 years of experience working heavily in QuickBooks (Pro, Premier, or Online).

Industry Knowledge: Familiarity with the entertainment landscape (production accounting, talent management, or agency billing) is helpful.

Technical Skills: Strong proficiency in QuickBooks, Excel (VLOOKUPs and Pivot Tables are a plus) and Google Sheets.

Attention to Detail: Ability to spot a coding error in a 50-line invoice at a glance.

Discretion: Proven ability to handle sensitive financial data and high-profile client information with total confidentiality.

The Ideal Candidate

You are someone who thrives in a busy environment supporting the agency's artist clients and partners where priorities can shift based on production schedules.

You don't just enter data; you look for the "why" behind the numbers and enjoy the puzzle of balancing a complex reconciliation.

Executive Alliance

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Associate QuickBooks Bookkeeper, Entertainment Agency (Part-Time)