Weekend Front Office Coordinator with Bookkeeping Support

This is a part-time on-site role, primarily weekends (~20–25 hrs/week). You’ll be the point person for
guest communications and reservations through Hostfully, coordinate our housekeeping team
through Breezeway, and support our Controller with bookkeeping in QuickBooks Desktop. We’re a
small team in a busy seasonal market — the right person will find real ownership and variety in this
role, and for someone truly exceptional, there’s room for this to grow.

KEY RESPONSIBILITIES

Reservations & Guest Services

•       Manage all incoming bookings, inquiries, and guest communications through Hostfully property management software

•       Respond promptly and professionally to guest inquiries via phone, email, and online platforms

•       Process bookings, cancellations, and modifications accurately; send reservation confirmations

•       Coordinate check-in and check-out procedures, including door codes, digital guidebooks, and property orientations

•       Provide personalized local recommendations and attentive guest service throughout each stay

•       Track and manage orders for beach gear and baby gear rentals

•       Address guest concerns and escalate maintenance or property issues to the appropriate team member

Operations & Property Coordination

•       Coordinate with housekeeping staff on scheduling, property turnovers, and special requests using Breezeway

•       Communicate maintenance items and property issues to the operations team in a timely manner

•       Manage vendor calendars and reconcile service schedules with billing records

•       Assist with property quality checks to confirm properties are stocked and ready per reservation requirements

•       Track inventory across properties and initiate restocks for housekeeping and add-on products as needed

Accounting & Bookkeeping Support

Supports the full-time Controller with day-to-day bookkeeping tasks in QuickBooks Desktop:

•       Process accounts payable and accounts receivable entries in QuickBooks Desktop (Desktop version — not Online)

•       Review and process invoices; ensure all properties are billed accurately and on time

•       Generate client invoices and follow up on outstanding items professionally

•       Complete journal entries and general ledger posting as directed by Controller

•       Perform account reconciliations; assist with bank reconciliations

•       Organize and file accounting receipts and supporting documentation

•       Assist with ad-hoc Excel and QuickBooks tasks as directed by Controller

•       Flag discrepancies or outstanding items for Controller review

Office Administration

•       Keep the office organized and in good order throughout the weekend

•       Answer phones and respond to inquiries professionally

•       Process and organize incoming mail, receipts, and correspondence

•       Maintain tidy, accessible filing systems for documents and invoices

QUALIFICATIONS & REQUIREMENTS

Required

•       QuickBooks Desktop proficiency — Desktop version required (QuickBooks Online experience does not substitute)

•       Solid bookkeeping fundamentals: accounts payable, accounts receivable, invoicing, and basic reconciliation

•       Proficiency in Microsoft Excel for data entry, organization, and reporting

•       Exceptional attention to detail and commitment to accuracy

•       Strong organizational skills and ability to keep systems in order independently

•       Outstanding customer service skills with professional written and verbal communication

•       Proven ability to work independently and manage multiple tasks during a busy weekend environment

•       Fast learner with genuine willingness to learn new software — Hostfully and Breezeway training will be provided

•       High school diploma required; Associate’s or Bachelor’s degree in Accounting, Business, or related field preferred (or equivalent work experience)

Preferred

•       Prior experience with property management software (Hostfully, Guesty, or similar PMS platforms)

•       Background in vacation rental, hospitality, or property management operations

•       Bilingual in Spanish or Haitian Creole — helpful given our guest and staff mix, but not required

WORK ENVIRONMENT

This is a seasonal weekend position based in Eastham on Cape Cod. Peak season (Memorial Day through Labor Day) brings high booking volumes, elevated guest communication, and fast-paced coordination across properties. The right candidate is energized by a busy weekend environment, takes ownership of their responsibilities, and brings a positive, professional attitude to both guests and the team. We are a small, close-knit operation where every team member matters.

Seasonal Housing Available: For the right candidate, a seasonal housing option is available — a private camper at Maurice’s Campground. No pets permitted. Please inquire for details during the interview process.