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Bookkeeper + Financial Admin for Boutique Hospitality Business (Ongoing Retainer Role)
Mellow Moon Lodge is a 15-room boutique hotel in Southern Colorado, with integrated retail and F&B operations (on-site coffee bar and lifestyle shop). We’re proudly female-owned and community-rooted, operating with streamlined systems and a strong brand identity. We're looking for a detail-driven bookkeeper who can own our financial admin from day-to-day tasks to light strategic forecasting. Scope of Work: This is an ongoing role (10–20 hours/month average) for someone who can confidently manage both bookkeeping and financial operations, including: - Full bookkeeping in QuickBooks Online, including monthly reconciliations (one main business checking account; income streams include lodging, retail, and F&B) - Sales tax filings: Prepare and file monthly Colorado sales tax returns and manage all Colorado DOR-related items (filing confirmations, compliance, issue resolution) - Payroll administration: Run payroll twice monthly via Gusto, manage employee onboarding documentation, and ensure accurate wage reporting - Quarterly and annual reporting: Prepare books for quarterly lender reports and annual tax filings, in coordination with our accountant - Forecasting and budget tracking: Assist in ongoing cash flow management, category-based budgeting, and provide basic financial insights to inform planning Tool integrations and cross-platform tracking: Pull and reconcile data from: - Cloudbeds (PMS) - Lightspeed Retail X (POS for shop) - Gusto (Payroll + Onboarding) - Homebase (employee scheduling and time tracking) Ideal Candidate Has: - U.S.-based experience (required) - Familiarity with hospitality and/or retail businesses - Proficiency in QuickBooks Online - Experience with Colorado sales tax and DOR systems, or confidence in learning them quickly - Solid understanding of payroll systems (preferably Gusto) - Ability to translate numbers into clear, actionable insights Bonus Points For: - Experience working with Cloudbeds, Lightspeed Retail X, and/or Homebase - A background in small business operations or working with female-owned or mission-driven brands - Inventory-aware bookkeeping and product-level reporting (for retail) Time Commitment: - 10–20 hours/month - Slightly increased hours at quarter-end or during year-end close Monthly Budget: - $600–$850/month, depending on experience level and involvement in forecasting/reporting