Remote Work Order Coordinator at Big Bear Vacations

Work Order Coordinator

Posted 2 days ago

About Big Bear Vacations

Big Bear Vacations is not just a vacation rental company, we are on a mission to redefine the guest experience in mountain destinations. With decades of trusted service in Big Bear Lake, we’ve built a reputation for quality, consistency, and care across every department, from housekeeping and maintenance to guest services and owner relations. What drives us is not just filling calendars, but creating reliable, memory-making stays that build trust with both guests and homeowners.

We're currently facing exciting and complex provocations that are pushing us to grow and innovate. First, we are expanding our footprint into Mammoth Lakes, California and Puerto Vallarta, Mexico, two very different markets with distinct challenges. These new markets will test our ability to replicate our high-quality systems and culture in new environments, recruit and train teams remotely, and maintain our brand promise across borders.

Second, we're scaling while trying to protect our heart: the personal touch and local care that built our brand. As we automate systems and expand geographically, the provocation is clear, how do we grow without losing the soul of what makes Big Bear Vacations special?

As a company, we’re pushing into new tech, building remote teams, rethinking hospitality workflows, and elevating leadership at every level. We’re not just reacting to growth—we’re building with intention, and we’re looking for people who want to be part of a company that’s not afraid to challenge itself.

Our Culture

We are a fast-paced, hands-on team that values efficiency, accountability, and heart. Our leadership team believes in empowering others, staying organized, and creating systems that allow the company to scale without sacrificing quality. If you're looking to support a dynamic, entrepreneurial executive and want to be part of a team that's shaping the future of vacation rental hospitality, this is the place for you.

Apply now

WorkOrder Coordinator

WhatIstheWorkOrderCoordinator (WOC) Role?

At Big Bear Vacations, theWorkOrderCoordinatorhelpskeepourmaintenanceworkorganized and ontrack. Thispersonworkscloselywithourmaintenancetechnicians (operators) and ourpropertymanagementsystem (Streamline) tomakesureallworkorders are completedcorrectly and on time.

Whatisa WorkOrder?

WorkOrders are tasksthatneedto be done at ourproperties, likerepairsorinspections. Thesegothroughthreemainstages:

Pending
TheseWOshaven’tbeenassignedyet.
Yourjob: Reviewthese and assignthemtotherighttechnicianbasedonlocation, skill set, and schedule.

Active
TheseWOs are currently in progress.
Yourjob: Makesureeach WO has a clear plan, theassignedtechnician has whattheyneed, and thejobisprogressing.
Often, you’llneedtocontacttheowner’saccount manager togetapprovalforpurchasingpartsorhiringanoutsidevendor.

PFC (Pending Final Close)

Thejobis complete, butthe WO stillneeds a final review.
Yourjob: Reviewthedescriptionofthework done (verbiage), check the photos, remove anything unnecessary, and ensure it is presented clearly and professionally before sending to the property owner. In this step, you also review and apply the appropriate charges—determining whether the cost should be billed to theowner, totheguest, orapplied as anownercredit.

YourDailyResponsibilities

Review and assign new (pending) workorderstotherighttechnician.

Check active WOsdailytoconfirmthey’rebeinghandledproperly and none are olderthan 30 days.

Review and close PFC WOs, makingsurethedescription and photos are professional and appropriate.

Prepare dailyreports, including:

Thenumberof active WOs

Maintenanceteamschedules

WorkorderswithpastExpectedCompletion Dates

Update the GPS system weekly with new properties and remove properties that areoff program. Alsoensure all technicians are using it daily and GPS is working correctly.

Maintaindailycommunicationwith:

Maintenancetechnicians (using Microsoft Teams)

The Remote OperationsAssistant Manager (forupdates and coordination)

Reviewtheproductivityreportfromthepreviousdaytoidentifyanyissuesordelayswithtechnician performance.

SkillsYou’llNeed

Strong time management and organizationalskills

Abilitytomanagemultipletasks at once

Strongproblem-solvingskills

Clear written and spoken communication in English, for cleaning up work orders descriptions before closing them andtoclearlycommunicatewithtechnicians and otherteammembers

Abilitytoadapttoseasonalworkloadchanges

Comfortablewithdailycommunication and follow-ups

This role isessentialtokeepingoperations running smoothly. You are the link betweenplanning, execution, and reportingofallmaintenance-relatedtasks.

Thisdescriptionprovides a general overview. As the role evolves, new responsibilitiesmay be added, so flexibility and willingnesstogrow in the position are important.