Work Order Coordinator

WorkOrder  Coordinator 

What Is the Work Order Coordinator (WOC) Role? 

At Big Bear Vacations, the Work Order Coordinator helps keep our maintenance work organized and on track. This person works closely with our maintenance technicians (operators) and our property management system (Streamline) to make sure all work orders are completed correctly and on time. 

What is a Work Order? 

Work Orders are tasks that need to be done at our properties, like repairs or inspections. These go through three main stages: 

1. Pending 
   These WOs haven’t been assigned yet. 
   Your job: Review these and assign them to the right technician based on location, skill set, and schedule. 

1. Active 
   These WOs are currently in progress. 
   Your job: Make sure each WO has a clear plan, the assigned technician has what they need, and the job is progressing. 
   Often, you’ll need to contact the owner’s account manager to get approval for purchasing parts or hiring an outside vendor. 

1. PFC (Pending Final Close) 

The job is complete, but the WO still needs a final review. 
Your job: Review the description of the work 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 the owner, to the guest, or applied as an owner credit. 

Your Daily Responsibilities 

• Review and assign new (pending) work orders to the right technician. 

• Check active WOs daily to confirm they’re being handled properly and none are older than 30 days. 

• Review and close PFC WOs, making sure the description and photos are professional and appropriate. 

• Prepare daily reports, including: 

• The number of active WOs 

• Maintenance team schedules 

• Work orders with past Expected Completion Dates 

• Update the GPS system weekly with new properties and remove properties that are off program. Also ensure all technicians are using it daily and GPS is working correctly.  

• Maintain daily communication with: 

• Maintenance technicians (using Microsoft Teams) 

• The Remote Operations Assistant Manager (for updates and coordination)