Project Coordinator (Ph)

About Extenteam

Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. Our platform, Shared Services, handles guest communication and daily operational workflows for 80,000+ properties by pairing an AI orchestration layer with a shared-services team of hospitality-trained specialists, so no guest inquiry goes unanswered, day or night, and no property manager has to staff for the 2am cancellation themselves.

We're industry-only: every workflow, integration, and agent we hire is built around property management specifically, not bolted on from a generalist platform. As we push more of that platform toward AI-led automation and self-serve tools, the software our own Shared Services team works in every day has to keep pace, that's this role.

Our Leadership Philosophy

Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture.

To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link . Understanding this mindset will provide valuable context for how we operate and what we value in our team members.

What This Role Is About:

The Project Coordinator (Procurement) is a supporting operational role within the Procurement department, responsible for coordinating and supporting procurement-related projects tied to organizational growth, integration, and change initiatives. This includes projects associated with acquisitions and transitions and organizational expansions.

This role is designed for a capable, detail-oriented professional who can work independently, manage multiple workstreams, and ensure procurement projects stay on track through accurate coordination, documentation, and follow-through. The Project Coordinator partners closely with internal teams and vendor contacts to support timely and effective project execution.

Your Main Responsibilities: Procurement Project Coordination

• Coordinate procurement-related projects associated with organizational growth, mergers, integrations, and operational changes.
• Track vendor transition timelines, milestones, and deliverables to support on-time completion.
• Support procurement initiatives by coordinating activities and vendor onboarding.

Vendor & Stakeholder Coordination

• Serve as a point of contact for vendors related to turn scheduling, documentation, and requirements.
• Communicate vendor expectations, timelines, and status updates clearly and professionally with vendors and internal stakeholders.
• Support cross-functional collaboration with key internal stakeholders.

Tracking, Documentation & Reporting

• Maintain accurate project documentation, trackers, logs, and status reports.
• Use Microsoft Excel / Asana to track project activity, vendor engagement, milestones, and deadlines.

Issue Identification & Support

• Monitor project progress and identify risks, delays, or gaps.
• Escalate issues appropriately and support resolution efforts as directed.
• Ensure adherence to established procurement processes and project guidelines.

What We’re Looking For:

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• Bachelor’s degree in Business, Project Management, Operations, Supply Chain, or a related field (preferred).
• 2–5 years of experience in:
• Project coordination
• Operations or administrative support
• Procurement or vendor coordination
• Experience supporting projects related to organizational change, growth, or integration is strongly preferred.
• Ability to manage multiple tasks and deadlines in a fast-paced, growth-oriented environment.

Technical Skills

• Intermediate Microsoft Excel (basic proficiency required):
• Simple formulas (e.g., SUM, IF, VLOOKUP)
• Maintaining project trackers, logs, and status reports
• Advanced Experience Microsoft Word and document formatting
• Experience with project management tools or shared tracking systems
• E.g. Asana, ClickUp, Trello

Professional Competencies

• Strong organizational and time-management skills
• High attention to detail with consistent follow-through
• Ability to work independently and take ownership of assigned projects
• Clear written and verbal communication skills
• Professional, dependable approach when working with internal teams and vendors
• Adaptable and comfortable in a changing, growth-focused environment

Work Environment & Additional Requirements

• Deadline-driven environment supporting organizational growth initiatives
• Commitment to ethical standards, documentation accuracy, and process adherence

Technical Requirements:

• Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)
• i5 11th Gen or higher
• Windows 11 / MacOS Catalina or higher
• Minimum of 8 GB RAM
• Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
• Back-ups in case of power or internet provider interruptions
• Good headset and webcam (preferably noise-canceling headset)

Why You’ll Love Working with Us:

• Competitive Salary — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.
• Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute.
• Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.
• HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.