Accounting & Event Business Administrator

Job Description

Location: Denver, CO - in-office, Monday–Friday, with occasional event-day support

Compensation: $70,000–$85,000 per year + discretionary bonus

Company: Headline Inc.

About Headline

Headline Inc. is a fast-paced event production company producing large-scale festivals, branded activations, live experiences, and special events. We are a hands-on team managing complex projects with a high volume of activity.

We’re looking for an exceptionally organized, detail-oriented Accounting & Business Administrator to take ownership of the day-to-day accounting and administrative processes that keep our business running accurately and efficiently.

We're a small, close-knit team that works closely together day to day in office and occasionally on event sites. This role isn't a fit for someone looking for a remote or asynchronous position.

Position Overview

This is a hands-on, numbers- and detail-intensive role for someone who genuinely enjoys spreadsheets, reconciliation, organization, and making sure information is accurate.

This is an in-person, office-based role in Sunnyside Denver, Monday–Friday. We're a fast-paced, team-oriented environment, and being in the office matters, you'll be working closely with the team, staying in the loop on what's happening across events, and often supporting administrative event prep directly alongside the people running them. Outside of major events, this is a normal in-office workday; occasional evening or weekend support is only needed around events themselves, not a regular occurrence.

A major part of this position involves working with high volumes of financial and operational data across multiple systems . Advanced proficiency in Excel and Google Sheets is essential , as is the ability to independently reconcile information, identify discrepancies, troubleshoot inconsistencies, and ensure records are accurate before payroll, invoices, payments, or reports are finalized.

The Accounting & Business Administrator will be responsible for day-to-day bookkeeping, accounts payable and receivable, employee and contractor payroll preparation, invoicing, reconciliations, contract administration, compliance documentation, and maintaining accurate event-level financial records.

This person will work closely with company leadership and our finance/accounting partners. The ideal candidate is meticulous, highly accountable, comfortable managing a significant volume of detailed information, and naturally inclined to investigate when numbers don't match.

Key Responsibilities

Payroll, Payments & Time Reconciliation

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• Prepare and process payroll information accurately and on schedule
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• Manage high-volume payment processing, particularly surrounding major events
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• Reconcile time records across timekeeping systems, schedules, project records, and payroll
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• Verify pay rates, hours, job assignments, reimbursements, and other payment information prior to processing
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• Investigate discrepancies and coordinate corrections before payments are finalized
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• Maintain accurate payment records
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• Support year-end reporting processes
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Vendor, Compliance & Business Administration

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• Coordinate vendor onboarding and maintain required documentation
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• Collect and track W-9s, certificates of insurance, agreements, licenses, and other compliance documents
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• Track employee certifications, licenses, expirations, and required documentation
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• Maintain organized business records
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• Assist with employee onboarding and other HR administration
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• Maintain organized internal systems and ensure records remain current and complete
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• Handle confidential financial, personnel, and legal information with discretion
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Event Support

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• Provide administrative and financial support surrounding major events
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• Assist with event check-in/check-out, worker records, invoice and receipt collection, expense tracking, and documentation
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• Reconcile event-related labor, expenses, purchases, and vendor records following events
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• Help ensure financial and administrative documentation is complete so events can be closed out accurately and efficiently
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• Occasionally work on-site during major events
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Accounting, Bookkeeping & Reconciliation

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• Manage day-to-day bookkeeping and maintain accurate financial records in QuickBooks
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• Manage accounts payable and accounts receivable, including invoice processing, client invoicing, payment tracking, and follow-up
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• Reconcile bank, credit card, expense, payroll, vendor, and other financial records
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• Maintain accurate coding and allocation of expenses across multiple events and projects
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• Reconcile financial and operational data between multiple systems and spreadsheets
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• Maintain clean, accurate event-level financial records to support event settlements, P&Ls, and company financial reporting
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• Track event expenses, vendor invoices, deposits, reimbursements, and outstanding balances
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• Identify, research, and resolve discrepancies rather than simply processing information as received
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• Assist with local and state sales tax tracking and preparation of supporting records
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• Maintain accurate documentation and audit trails for financial transactions
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Contract Administration

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• Prepare client, vendor, and contractor agreements using approved company templates
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• Populate and verify scopes, fees, payment schedules, company information, and other contract details
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• Route agreements for internal review, signature, and execution
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• Track contract status, signatures, deposits, payment deadlines, renewals, and other key requirements
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• Maintain organized and complete executed contract records
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• Flag missing documentation, inconsistent terms, or deviations from approved templates for leadership review
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• Coordinate contract-related documentation with invoicing, accounts receivable, insurance, and vendor records
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What We're Looking For

Exceptional attention to detail and advanced spreadsheet skills are among the most important qualifications for this position.

Required Qualifications

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• 3+ years of experience in bookkeeping, accounting administration, payroll, accounts payable/receivable, financial operations, or a closely related role
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• Advanced proficiency in Microsoft Excel and Google Sheets
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• Strong experience working with large, detailed datasets and high-volume financial information
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• Demonstrated ability to perform detailed reconciliations across multiple spreadsheets, reports, and systems
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• Strong working knowledge of spreadsheet functions such as XLOOKUP/VLOOKUP, SUMIFS, IF statements, filters, sorting, conditional formatting, pivot tables, and data validation
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• Ability to independently identify, research, and resolve discrepancies
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• Experience with accounts payable, accounts receivable, invoicing, bookkeeping, and financial record keeping
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• Experience with payroll, timekeeping, contractor payments, or similar high-volume transaction processing
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• Extremely high level of accuracy, organization, and follow-through
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• Ability to manage multiple deadlines and large amounts of detailed information without losing accuracy
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• Strong written and verbal communication skills
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• Comfortable learning and working across multiple platforms
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• Professional, trustworthy, and able to handle confidential information
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Preferred Qualifications

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• Strong working knowledge of QuickBooks Online
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• Working knowledge of PEO's (Justworks experience a plus)
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• Experience with event production, hospitality, construction, staffing, or another project-based business
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• Experience managing high volumes of workers
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• Experience with contract administration, COIs, W-9s, and vendor compliance
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• Experience with project/job-cost accounting or tracking expenses across multiple simultaneous projects
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Who Will Be Successful in This Role

You may be a strong fit if you:

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• Are a self starter with an entrepreneurial spirit
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• Enjoy working in spreadsheets and are exceptionally comfortable manipulating and reconciling data
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• Have a strong instinct for catching errors, inconsistencies, duplicates, and missing information
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• Don't assume something is correct just because it was provided to you
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• Naturally double-check your work
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• Can manage hundreds of transactions, workers, invoices, or data points while maintaining accuracy
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• Are comfortable asking questions and following discrepancies through until they are resolved
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• Create organized systems rather than relying on memory
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• Take ownership of deadlines and follow-up without needing constant reminders
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• Are comfortable working in a small company where priorities can shift quickly during major event periods
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• Prefer getting the details right over simply getting a task off your list
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Compensation & Benefits

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• Annual salary: $70,000–$85,000 , commensurate with experience
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• Discretionary bonuses
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• Health, dental, vision, and life insurance
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• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
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• Paid time off and company holidays
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Physical & Work Environment Requirements

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• Primarily office-based in Denver, Colorado
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• Ability to remain at a desk or computer for extended periods
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• Ability to move throughout event sites, including outdoor and uneven terrain
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• Comfortable occasionally working in loud, crowded, hot, cold, or dark event environments
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• Ability to lift up to 30 pounds occasionally
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• Availability for occasional nights or weekends surrounding major events
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Headline Inc. is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.