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 properly and on time.

What is a Work Order?
Work orders are tasks that need to 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, skill, and availability.

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

PFC (Pending Final Close)
• The work is finished, but the order still needs a final review.
• Your job: Review the work description and photos, remove anything unnecessary, and make sure the information is clear and professional before sending it to the property owner.
• At this stage, you also determine and apply the correct charges, deciding whether costs go to the owner, the guest, or are applied as an owner credit.

Your Daily Responsibilities
• Review and assign new pending work orders to the proper technician.
• Check active work orders each day to ensure they are being handled correctly and 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:
– Number of active work orders
– Maintenance team schedules
– Work orders 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• Update the GPS system weekly by adding new properties and removing properties that are no longer active.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 it functions correctly.
• Maintain daily communication with:
– Maintenance technicians (through Microsoft Teams)
– The Remote Operations Assistant Manager (for updates and coordination)
• Review the previous day’s productivity report to identify performance issues or delays.

Skills You’ll Need
• Strong time management and organizational abilities
• 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
• Comfort with daily communication and follow‑ups
• English comprehension required; Spanish comprehension is a valuable bonus

Why This Role Matters
This role is crucial to maintaining smooth operations. You act as the connection between planning, execution, and reporting for all maintenance activities.

This overview covers the core responsibilities. As the role grows, new tasks may be added, so flexibility and openness to learning are important.

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