Operations & Guest Services Manager for Millay House Rockland
Join us in preserving the legacy of Edna St. Vincent Millay and supporting the literary arts in Maine!
Applications currently being accepted beginning July 1, 2026
Position Type: Independent Contractor
Compensation: $35/hour
Estimated Time Commitment: 20–25 hours per month
Location: Rockland, Maine
Phone provided
About Millay House Rockland
Millay House Rockland is the birthplace of poet Edna St. Vincent Millay and serves as a center for writers through residencies, retreats, educational programs, and literary events. We are seeking an organized, responsive, and welcoming Operations & Guest Services Manager to oversee property operations and support our writers, guests, and programming activities that take place at the Millay House.
Position Summary
As an independent contractor, the Operations & Guest Services Manager serves as the primary point of contact for Maine Coast Writers Retreat rentals and writer residency activities at Millay House. This individual is responsible for coordinating guest communications, managing reservations and logistics, maintaining property readiness, and coordinating repairs and maintenance for both sides of the duplex property.
The ideal candidate is highly organized, proactive, comfortable working independently, and committed to providing an exceptional experience for writers and visitors. Residence in the Rockland area is a distinct advantage in order to be available for on-site responsibilities as needed. A mobile phone will be provided.
Key Responsibilities
Writer Retreat and Residency Administration
Serve as the primary contact for prospective and confirmed retreat renters.
Respond promptly to inquiries and provide information about retreat opportunities.
Track rental inquiries, applications, reservations, contracts, and payments.
Coordinate the application review process with the appropriate committee.
Communicate acceptance decisions and manage rental agreements.
Coordinate payment collection through designated payment platforms.
Maintain the rental availability calendar.
Communicate with guests before arrival, including providing access information and house guidelines.
Prepare the property for incoming guests, including checking supplies and arranging a welcome basket.
Provide support to guests during their stay and respond to questions or concerns in a timely manner.
Keep the Board informed of upcoming guests, including contact information and a brief description of their project or residency.
Attend monthly board meetings to report on Operations.
Property Management and Maintenance
Monitor the condition of both Side A and Side B of the property.
Coordinate routine maintenance and repairs with designated service providers.
Arrange emergency repairs as quickly as possible when necessary.
Schedule and oversee cleaning services between rentals and before or after events.
Inventory of supplies and replenish as needed.
Notify board of any replacements or major repairs needed.
Program and Event Support
Assist with logistical support for literary programs, readings, workshops, and special events scheduled at the Millay House.
Open and close facilities as needed for scheduled activities.
Coordinate cleaning and facility preparation for events.
Qualifications
Strong organizational and administrative skills.
Excellent written and verbal communication.
Warm, welcoming, and service-oriented demeanor.
Ability to work independently and manage multiple priorities.
Reliable, responsive, and detail-oriented.
Experience in hospitality, property management, event coordination, nonprofit administration, or a related field is preferred.
Familiarity with basic online tools, calendars, email, and payment platforms.
Interest in Edna St. Vincent Millay and the literary arts is a plus.
Reporting Relationship
The Operations Manager works closely with the Board President and designated Board members and provides regular updates regarding rentals, maintenance, and programming activities.
Additional Information
This is an independent contractor position requiring flexibility and responsiveness. The contractor is responsible for managing their own taxes and insurance. Rockland or nearby residence is a plus. While the average workload is 20–25 hours per month, occasional periods of increased activity may occur during retreat seasons or special events.