Position Summary

The Operations Support Associate serves as a key support role for the Facilities, Housekeeping, and Operations departments at Big Bear Retreat Center (BBRC). This position works directly with the Facilities & Operations Manager to ensure retreats run smoothly by helping organize schedules, coordinate team tasks, track inventory, and prepare the campus for incoming groups.

This role is ideal for someone who is highly organized, proactive, and detail-oriented, and who enjoys working behind the scenes to ensure everything is prepared before guests arrive.

The ideal candidate is a strong communicator and systems thinker who can help manage moving parts across multiple departments. They should be comfortable using digital tools, tracking information, and helping create systems that improve efficiency and organization.

This position also serves as a thinking partner for operational planning, helping anticipate retreat needs, prepare the campus, and ensure teams are aligned for arrival days and transitions.

About BBRC

Big Bear Retreat Center is a residential retreat center that provides space for mindfulness, compassion, respite, and healing with the purpose of fostering individual and collective transformation and illuminating our interconnectedness with nature, one another, and society. We do this by offering a mix of silent Insight Meditation retreats, and by partnering with organizations supporting various communities including BIPOC, LGBTQIA+, first responders, veterans, and mindfulness communities. 

Big Bear Retreat Center is located a 2.5-hour drive from Los Angeles, nestled in the ancient Juniper forests of the San Bernardino Mountains at a 7,000-foot elevation (four mountain seasons) near the town of Big Bear Lake in Southern California. BBRC is immersed in nature located amidst about 100 acres of forested land with direct access to several hiking trails connected to the property. With an emphasis on inclusion and accessibility, our Center provides a refuge for people of all faiths and walks of life.

BBRC Mission

Big Bear Retreat Center is a residential retreat center that provides space for mindfulness, respite, and healing with the purpose of fostering individual and collective transformation and illuminating our interconnectedness with nature, one another, and society.

Role & Responsibilities

Operational Coordination

• Assist the Facilities & Operations Manager with retreat preparation and operational planning
   
• Help coordinate schedules across Facilities, Housekeeping, and Operations teams
   
• Assist with task assignments and tracking to ensure departments are aligned before retreats
   
• Help organize arrival-day preparation plans
   
• Track retreat timelines and help ensure readiness of campus facilities
   
• Assist with documenting processes and improving operational systems

Inventory & Supply Management

• Track inventory for:
   
  • Housekeeping supplies
     
  • Facilities materials
     
  • Giftshop merchandise
     
  • Honor store items
  • Office supplies
     
• Help maintain organized storage areas
   
• Assist with ordering and restocking supplies
   
• Monitor usage trends and help plan future supply needs
   

Campus & Retreat Preparation

• Assist with pre-arrival inspections of cabins, buildings, and retreat spaces
   
• Support campus flips between retreats
   
• Ensure offsite houses are prepared for guest arrival
   
• Assist with organizing retreat supplies and materials
   
• Help maintain guest snack areas and beverage stations
   
• Assist other departments as needed during retreat transitions

Administrative Support

• Help maintain retreat schedules and internal planning documents
   
• Assist with Asana, Google Sheets, A/V set up and equipment, forms, and organizational systems
   
• Track operational notes and improvements for future retreats
   
• Assist with communication between departments to ensure smooth coordination
   
• Help document and refine internal processes for efficiency

Guest Support (as needed)

• Assist with guest check-in and check-out processes
   
• Help post retreat schedules and guest information
   
• Support the operations team during busy retreat arrival and departure days
   
• Assist guests and help ensure a welcoming and organized environment

Role Requirements

• Strong organizational and time management skills
   
• Excellent communication skills (written and verbal)
   
• Comfortable working with Google Workspace (Google Drive, Docs, Sheets, Forms, etc.)
   
• Detail-oriented with the ability to track multiple moving parts
   
• Self-motivated and proactive
   
• Ability to work collaboratively with multiple departments
   
• Calm and adaptable in fast-paced environments
   
• Coachable, eager to learn, and open to feedback
   
• Comfortable working both independently and as part of a team

Preferred Skills (Not Required)

• Experience working in hospitality, retreat centers, or event coordination
   
• Experience with inventory tracking or operations coordination
   
• Audio/visual or retreat tech support experience
   
• Experience working in outdoor or remote environments
   
• Bilingual abilities

Physical Requirements

Employees may experience the following physical demands:

• Standing, walking, and moving across campus
   
• Sitting and working on a computer
   
• Bending, reaching, or kneeling
   
• Occasional lifting of supplies
   
• Working outdoors in varying weather conditions, including snow
   
• Occasional snow shoveling 

Flexibility

BBRC functions best when all staff work collaboratively toward the Center’s mission. This job description is not intended to be an exhaustive list of responsibilities. Duties may evolve over time depending on operational needs.

Big Bear Retreat Center is an equal opportunity employer. At BBRC we celebrate diversity and are committed to creating an inclusive environment for all.

Qualified candidates who self-identify as a Black Indigenous Person of Color (BIPOC) and/or are part of the LGBTQI community are especially encouraged to apply.