Work Order Coordinator

What is the Work Order Coordinator (WOC) role?
At Big Bear Vacations, the Work Order Coordinator keeps all maintenance tasks organized and on schedule. This person works closely with maintenance technicians and our property management system, Streamline, to ensure every work order is completed correctly and on time.

What is a Work Order?
Work orders are tasks that must be completed at our properties, such as repairs or inspections. They move through three main stages:

Pending
• These work orders have not yet been assigned.
• Your job: Review them and assign each one to the appropriate technician based on location, skills, and availability.

Active
• These work orders are currently being worked on.
• Your job: Make sure each task has a clear plan, the technician has the necessary resources, and the work is progressing.
• You will often need to communicate with the owner’s account manager to obtain approval for parts purchases or services from outside vendors.

PFC (Pending Final Close)
• The work is complete, but the order still requires a final review.
• Your job: Review the work description and photos, remove anything unnecessary, and ensure the information is clear and professional before submitting it to the property owner.
• At this stage, you also determine and apply the correct charges, deciding whether costs should be billed to the owner, the guest, or applied as an owner credit.

Your Daily Responsibilities
• Review and assign new pending work orders to the appropriate technician.
• Check active work orders daily to confirm they’re being handled properly and that none are more than 30 days old.
• Review and close PFC work orders, ensuring all descriptions and photos are clear and professional.
• Prepare daily reports, including:
– The number of active work orders
– Maintenance team schedules
– Work orders that are past their due dates
• Update the GPS system weekly by adding new properties and removing properties that are no longer active. Ensure technicians use it daily and that it works properly.
• Maintain daily communication with:
– Maintenance technicians (via Microsoft Teams)
– The Remote Operations Assistant Manager (for updates and coordination)
• Review the previous day’s productivity report to identify any performance issues or delays.

Skills You’ll Need
• Strong time management and organizational skills
• Ability to handle multiple tasks at once
• Strong problem-solving skills
• Clear written and verbal communication in English (for editing work order descriptions and communicating with technicians and team members)
• Ability to adjust to seasonal changes in workload
• Comfortable with daily communication and follow-ups
• English comprehension required; Spanish comprehension is a plus

Why This Role Matters
This role is essential for keeping operations running smoothly. You serve as the link between planning, execution, and reporting for all maintenance work.

This overview covers the core responsibilities. As the role develops, additional tasks may be added, so flexibility and willingness to learn are important.

Compensation
• Monthly salary: $600 USD
• Schedule: 6 days per week
• Additional: Profit-sharing potential