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:

-

- 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.