Retreat Operations Associate

About the role

The Retreat Operations 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 Operations and Facilities Manager to ensure retreats run smoothly by helping organize schedules, coordinate team tasks, track inventory, and prepare the campus for incoming groups.

Responsibilities

• Assist the Facilities & Operations Manager with retreat preparation and operational planning
• Help coordinate schedules across Facilities, Housekeeping, and Operations teams
• Aid in 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
• Take initiative to identify operational needs, address issues as they arise, and coordinate with staff to help ensure the retreat runs smoothly
• 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
• Maintain organized storage areas
• 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
• Aid in communication between departments to ensure smooth coordination
• Help document and refine internal processes for efficiency
• Serve as a primary on-site support contact for participants and teachers
• Maintain a visible, calm, and approachable presence throughout the retreat
• Meet daily with teachers to stay aligned on retreat flow and needs
• Support clarity, communication, and participant care throughout the retreat

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

• 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

• 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.