Operations Support Associate

Big Bear Retreat Center•Big Bear City, CA

3d•Onsite

About The Position

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.

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

Nice To Haves

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

Responsibilities

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
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
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
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
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