Operational Bookkeeper

About Us
We’re Extenteam, a dynamic company revolutionizing the short term vacation rental industry. Our proven business model has generated consistent revenue, and we are now expanding from a professional services model to a scalable tech-based subscription-first model.

As a scaling stage startup, we aim to grow our Monthly Recurring Revenue (MRR) to double our revenue by January 2026 by providing an AI assisted SaaS platform that works for all short term rental businesses regardless of their size.

Extenteam is on a mission to streamline and support vacation rental businesses by providing top-notch solutions, including guest communication and property management support.

We generate revenue through two primary streams:

• Dedicated Team Members: Providing trained overseas talent with a recurring premium model, replacing one-time recruitment fees.
• Tailwind - SaaS Platform: A guest communication Software blended with our shared services team, supporting smaller operators typically with less than 50 units - helping Extenteam increase profitability while growing our product market fit and expanding TAM and service levels.

Extenteam is a small but mighty team of 50 consisting of Sales, Partner Success, Marketing, HR & Recruiting, Engineering, Product and Admin (IT, Data etc). We are spread out across the world but we have hubs in Miami, LA, Medellin, and actively expanding into Europe. Our 50 people core team is supported by 400+ DTMs (dedicated team members) that are servicing our customers.

Our Values:

• Commitment to Excellence: Continuously raising the bar and setting new standards in guest communications and service delivery. 
• Exceptional Collaboration: Thriving in a fast-paced, high-performance environment built on clear communication and teamwork. 
• Unified Purpose: Aligning behind a shared mission to drive success with an intense focus. One shared consciousness. 
• Data-Driven Decision-Making: Prioritizing data and results over emotions when making objective, professional decisions. 
• Emphasis on Details: Details matter at every level. Leaders are expected to have a deep understanding of the specifics and adopt a hands-on management style.

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. 

We are seeking a detail-oriented and experienced Operational Bookkeeper to join our team. As an Operational Bookkeeper, you will play a crucial role in managing financial transactions, ensuring accurate record-keeping, and supporting the overall operational efficiency of our lodging and vacation rental business. The ideal candidate will have a strong background in bookkeeping, excellent organizational skills, and the ability to manage intercompany transactions between subsidiary companies.

Key Responsibilities:

Financial Transactions:

• Accounts Receivable tasks include:

• Ensure the accuracy and timeliness of weekly AR aging and collection status reports. 
• Maintenance of customer billing information maintenance to ensure that all sales are billed to the proper entity in a timely manner. 
• Ensure bills are accurate, send to customers and collection follow-ups are done in a timely manner.
• Respond to all inquiries from guests or credit card companies promptly (same day if possible) and professionally.
• Accounts Payable tasks include:
• Create new vendor records, maintaining and updating vendor records, analyzing credit terms, ensuring all suppliers have current W-9’s and certificates of insurance. 
• Invoice processing through and in accordance with the property’s Accounts Payable system. Ensuring the correct account codes and approval were completed by the various department heads.
• Reviewing invoices against use tax and if applicable, purchase orders. Batching approved invoices for transfer to the Netsuite General Ledger system. 
• Maintain the Accounts Payable Aging report, ensuring timely payment of outstanding balances, prepare and process checks, ACH, and wire transfers.
• Reconcile vendor statements monthly to ensure all invoices have been received and processed, including communicating with vendors to resolve any discrepancies promptly.
• Assist with month-end closing (i.e., accruals and reconciliations) as may be deemed necessary for financial reporting.
• Support audits by providing necessary documentation.
• Reconcile bank accounts of assigned subsidiary companies.
• Process and file applicable sales tax returns.
• Annual 1042 and 1099 (if applicable) preparation and submission. 
• Maintain confidentiality of all proprietary accounting and membership information.
• Collaborate with internal departments to streamline processes and ensure accuracy.

Operational Support:

• Work closely with property managers, reservationists, and other operational teams to gather financial data and ensure consistency in reporting.
• Provide financial insights to support operational decision-making.

Vendor and Contractor Relations:

• Manage vendor and contractor payments, ensuring timely and accurate processing.
• Maintain positive relationships with vendors and negotiate favorable terms when applicable.
• Provide cross-department collaboration and overall logistical support through clear communication, organization, and critical thinking

• Aid in fixing any billing or payment issues that arise with vendors.
• Assist in processing month-end financial statements.

Compliance and Documentation:

• Ensure compliance with accounting principles, industry regulations, and internal policies.
• Maintain organized and complete financial documentation for audits or reviews.

Software Utilization:

• Utilize accounting software and property management systems to streamline financial processes.
• Collaborate with IT or system administrators to optimize software functionalities.

Other tasks as needed.

Foundational Requirements:

• Excellent written and verbal English skills. No exceptions. This position will be communicating via all media. 5 of 5 on our assessments
• Proven experience as a bookkeeper, preferably in the vacation rental or hospitality industry
• Proficiency in the use of Excel and working knowledge of Netsuite or other accounting software.
• Strong understanding of financial principles and practices.
• Excellent organizational and multitasking skills
• Attention to detail and accuracy in financial record-keeping.
• Effective communication skills for collaboration with cross-functional teams
• Problem solving skills.
• Ability to work independently.
• Critical thinker
• Tech Savvy - Can learn technology and software quickly.

Nice to haves:

• Hospitality industry experience
• Common knowledge of the VR/STR industry