Event Production Accountant

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 corporate 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 card 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 Administrative: 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.