Project Coordinator (Procurement)

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.