Work Order Coordinator

What is the Work Order Coordinator (WOC) Role?

At Big Bear Vacations, the Work Order Coordinator plays a key role in keeping our maintenance operations organized and on schedule. This person works closely with our maintenance technicians and our property management system (Streamline) to ensure all work orders are completed accurately 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 go through three main stages:

1. Pending
These work orders haven’t been assigned yet.
Your responsibility: Review and assign them to the appropriate technician based on location, skill set, and availability.

2. Active
These work orders are currently being worked on.
Your responsibility: Ensure each work order has a clear plan, the assigned technician has the necessary tools or parts, and the job is progressing as expected. You may also need to contact the owner’s account manager for approval to purchase parts or hire an outside vendor.

3. PFC (Pending Final Close)
The job is finished, but the work order still needs a final review.
Your responsibility: Review the work description, check photos, remove unnecessary content, and ensure everything is presented clearly and professionally before sending it to the property owner. You’ll also determine and apply the appropriate charges—whether they should be billed to the owner, the guest, or credited to the owner.

Your Daily Responsibilities

– Review and assign new (pending) work orders to the appropriate technician.
– Check active work orders daily to ensure they are being handled properly and are not older than 30 days.
– Review and close PFC work orders, ensuring the description and photos are professional and accurate.
– Prepare daily reports, including:
– Number of active work orders
– Maintenance team schedules
– Work orders past their expected completion dates
– Update the GPS system weekly with new properties and remove those no longer in the program. Ensure all technicians are using the system daily and that it is functioning correctly.
– 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 issues or delays in technician performance.

Skills You’ll Need

– Strong time management and organizational skills
– Ability to manage multiple tasks simultaneously
– Excellent problem-solving abilities
– Clear written and verbal communication in English (for editing work order descriptions and communicating with technicians and team members)
– Ability to adapt to seasonal workload changes
– Comfortable with daily communication and follow-ups

This role is essential to ensuring smooth operations. You serve as the connection between planning, execution, and reporting of all maintenance-related tasks.

This description provides a general overview. As the role evolves, additional responsibilities may be added, so flexibility and a willingness to grow in the position are important.

Monthly Salary: $600 USD with potential for profit sharing.