Business Operations Coordinator — Job Posting

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TYPE OF WORK

Part Time

SALARY

950

HOURS PER WEEK

30

DATE UPDATED

Jul 16, 2026

JOB OVERVIEW

Business Operations Coordinator — Bookkeeping & Purchasing/Admin
Company: GuestFish LLC — boutique short-term rental management, SF Bay Area + Copperopolis. ~15-20 properties, scaling to 30.
Hours: 20-30 hrs/week, long-term. Independent freelancers only — no agencies, no subcontracting.
Role summary:
This role owns two connected functions for a growing short-term rental portfolio: bookkeeping/financial tracking and purchasing/administrative execution. You'll keep the books accurate and current — daily expense categorization, vendor payment tracking, the master ledger — while also managing non-routine purchasing and administrative operations day to day. This is not a generalist VA role and not a narrow bookkeeper role — it's a hands-on financial and operational hire with real ownership, positioned to grow into more responsibility as the business scales.
Core responsibilities:
Bookkeeping & financial tracking:

Daily/weekly bookkeeping in QuickBooks — categorize and log all expenses, keep books current
Own the master purchase/expense ledger across the portfolio
Receive vendor/contractor payment records (forwarded via WhatsApp/email/text) and log same-day
Follow up — including by phone — with vendors when payment records are missing, cross-checking against the booking/maintenance calendar
Reconcile accounts and flag discrepancies

Purchasing & administrative operations:

Manage non-routine purchasing decisions (routine consumables/linens stay with existing team)
Handle administrative coordination and documentation as systems improve
Support process improvement across both functions

Required qualifications:

Bookkeeping experience, comfortable in QuickBooks
Exceptional organization and attention to detail
Strong spreadsheet skills (Google Sheets + Excel)
Ability to make and receive US phone calls (VoIP tools like Google Voice or OpenPhone are fine — no US phone number needed, just reliable calling with clear audio and a professional phone manner)
Comfortable handling confidential financial information with high integrity
Strong written English
Self-motivated — this role requires chasing gaps proactively, not waiting for instructions
Daily user of AI tools (ChatGPT or similar)
Excellent follow-through
Must be available and online during California business hours (9am-6pm PT) — Philippines-based candidates or others confirmed available on PT hours only

Preferred:

Short-term rental / property management / hospitality experience
Purchasing/inventory management background
Experience supporting entrepreneurs or small business owners
Process improvement track record

Tools you'll use: QuickBooks, Google Workspace (Sheets, Drive, Gmail), Excel, Hospitable, Airbnb, VRBO, WhatsApp, Slack, Amazon/Walmart/Wayfair/Costco/Home Depot/Lowe's, AI tools
Access model: Staged over your first 90 days — starts with purchasing/admin tools, expands to financial systems as trust is established. Standard for the role, not a reflection of you.
Success in 6 months:

Books current and accurate at all times, not reconstructed at month-end
Vendor/contractor payments fully tracked with no gaps
Purchasing handled independently for non-routine items
Owner's admin workload reduced ~20 hrs/week

Screening questions:

Describe your bookkeeping experience — tools, scope, how many entities/properties.
Tell us about a time you improved or built an administrative or financial system from scratch.
How do you use AI tools (ChatGPT, etc.) in your daily work?
Describe your experience handling confidential financial information.
Briefly describe how you'd follow up with a US vendor who hasn't responded to a text — would you call, and how would that conversation go?
What are your long-term career goals?

Required with application: Resume, references, short intro video (30-60 sec) — listen for phone/spoken English clarity, not just writing.
Finalists: Paid practical assessment — a real reconciliation task (sample vendor records + calendar, build a mini ledger, flag mismatches).

SKILL REQUIREMENT
Bookkeeping Purchasing Communication
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