Project Coordinator (Ph)

Job description

**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](https://www.businessinsider.com/airbnb-ceo-brian-chesky-what-founder-mode-really-means-2024-10). 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.