Job Title: Event Production Accountant
Location: In-Office, Austin, TX
Job Type: Full Time
Reports To: VP of Finance
Job Summary
We are seeking a highly organized and detail-oriented Event Production Accountant to manage all financial aspects of our live events, experiential activations, and large-scale productions. In this role, you will oversee project budgeting, vendor management , real -time cost tracking from pre-production through final reconciliation. The ideal candidate thrives in fast-paced live entertainment environments and possesses a strong background in managing complex event budgets.
Key Responsibilities
Budget Management: Partner with Event Producers to build, track, and forecast accurate large event budgets.
Cost Tracking & Reporting: Monitor spending against budgets providing regular variance reports to leadership.
Accounts Payable: Process vendor invoices, manage purchase orders, track deposit schedules, obtain W-9 documentation and COI’s , and ensure timely vendor payments . Maintain accurate vendor records and ensure documentation remains current and complete.
Payment Processing : Process approved vendor payments via c o rporate credit card, ACH , wire transfer or check using standard corporate policies .
Corporate Credit Card Administration: Download and reconcile monthly statements and transactions, collect receipts, documentation & coding from c ard holders, review charges downloaded into QBO and assign proper coding , investigate and resolve missing documentation or questionable charges , and maintain accurate supporting records.
Banking Support: Download and organize monthly bank statements for reconciliation by accounting personnel, assist with bank exception item review and resolution as needed .
On-Site Financial Operations: Manage on-site petty cash distribution, per diems, and digital expense tracking during live event execution.
Reconciliation & Wrap: Lead the final project wrap-up by reconciling all credit cards, vendor accounts, and internal expenses to deliver final profitability reports.
Financial Reporting: Create accurate and timely project , monthly, quarterly, and year-end financial reporting , including Income Statements, Balance Sheet and Cash Flow . Ensure expenses are accurately coded to the appropriate general ledger and class accounts in QBO .
Legal and Administrati ve : Support event producers with contract management and compliance requirements with the ability to review and identify key provisions .
Sales Tax Compliance: Remain up to date on sales tax requirements for various states where events are held and ensure compliance with those guidelines.
Qualifications & Skills
Experience: 3–5+ years of full accounting experience, specifically within live events, experiential marketing, concerts, festivals, or entertainment production.
Software Proficiency: Advanced skills in QuickBooks and Microsoft Excel . Must know Microsoft 365 , Google apps , and specialized production accounting and expense management software .
Industry Knowledge: Deep understanding of a variety of contract types , freelance labor practices, per diems, and event-related tax regulations.
Adaptability: Ability to stay organized, calm, and accurate under pressure in dynamic, fast-moving live event environments.
Schedule Flexibility: Willingness to travel to event sites and work non-traditional hours, including nights and weekends, during event execution.
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