Company Overview

We are an international music production company specializing in high-end live entertainment for weddings and private events worldwide. Our bands perform at luxury weddings, corporate events, and private celebrations across Europe, the United States, and other international destinations.

Our concept is unique: acoustic roaming bands that interact directly with guests and create an exceptional atmosphere without the need for a traditional stage. As the company continues to grow, we are looking for a highly organized professional with strong accounting and operational skills to support the daily management of the business.

Role Overview

This is a key operational role combining accounting management, event coordination, and administrative follow-ups.

The position requires someone extremely organized, autonomous, and rigorous. Financial accuracy is essential, but the role also involves managing many operational processes such as client follow-ups, scheduling calls, and ensuring that every event progresses smoothly through our internal systems.

You will work closely with the founder to ensure that both financial and operational processes are handled accurately and efficiently.

Key Responsibilities

Accounting and Financial Management

* Verify all receipts sent by the bands to ensure that the amounts are correct and that no unauthorized expenses are included.
* Check that expenses such as insurance or unapproved food costs are not added.
* Ensure that car rental reimbursements only include fuel and toll expenses.
* Upload all band-related expenses to the company accounting system and record them correctly in Teamup.
* Process bank transfers to reimburse musicians.
* Prepare and send deposit invoices and final invoices to clients.
* Pay invoices while verifying that all amounts are correct.
* Follow up on unpaid invoices that remain outstanding for more than thirty days.
* For private clients, ensure that payment of the balance is made 30 days before the performance.
* Coordinate with the non-profit organization that invoices certain private weddings in France in order to avoid VAT when applicable.
* Process team payments by verifying working hours in Hubstaff and reporting discrepancies when necessary.
* Upload all expense receipts, including flights, car rentals, and ferries, to the company accounting records.
* Request all travel-related receipts from the travel logistics agent.

Operations and Event Coordination

* Send follow-up emails and make follow-up calls to clients and partners.
* Track and relaunch all unanswered messages.
* Organize discovery calls and schedule them in the calendar with all relevant information.
* Maintain a structured system to track which leads or clients need to be contacted and when.
* Create production documents and upload them to Teamup following the company classification process.
* Upload completed forms into Google Sheets for CRM tracking.
* Add confirmed bookings to our travel expenses tracking document.
* Use the information collected in the forms to prepare contracts, including pricing, deposit amounts, and travel expenses.
* Upload drafted contracts to the internal approval folder, organized by date, before sending them to clients.
* Send contracts to clients while copying [email protected]
* Update our Teamup calendar with all relevant event information, including location, timings, and contact details.
* Send event questionnaires before production calls.
* Send reminders to clients when information is missing or when communication has paused.

Social Media Coordination

* Send social media content folders to the bands.
* Collect photographer and videographer information for each event.
* Contact photographers and videographers after events to obtain photos and videos for social media use.

Required Skills

* Strong accounting experience and high financial accuracy.
* Excellent organizational and operational management skills.
* Ability to manage follow-ups and maintain structured workflows.
* Strong attention to detail and ability to verify financial information.
* Professional written communication in English and French.
* Comfortable working with digital tools such as Google Sheets, calendars, and online management platforms.
* Ability to manage multiple tasks and deadlines simultaneously.

Ideal Candidate Profile

* Highly organized and extremely rigorous.
* Very comfortable with accounting and financial verification.
* Autonomous and reliable.
* Strong operational mindset with the ability to track many moving parts.
* Proactive in following up and ensuring that tasks are completed.
* Comfortable working in a fast-moving international events environment.

Position Details

40-hour-a-week position

Remote work position