Purchasing Admin Assistant

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. 

Job Summary:

We are looking for a full-time Virtual Assistant to support our Purchasing Manager in executing and managing all purchasing-related tasks within our maintenance operations. This role is critical in ensuring timely part sourcing, order tracking, documentation, and coordination between departments. The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced, remote team environment.

Core Responsibilities:

Procurement & Order Management

• Assist in sourcing parts and materials based on technician assessments

• Place orders with approved vendors or assist in gathering quotes when required

• Track and follow up on open orders, shipping updates, and delivery confirmations

• Maintain a system of record for all purchases, receipts, and cost entries

 

Task Flow Management

• Monitor all tasks currently assigned to the purchasing team

• Upload receipts and enter accurate cost data into each task

• Confirm receipt of ordered items via task comments

• Update task dates based on upcoming property vacancies

• Unassign the purchasing team from the task once all purchasing duties are complete

• Communicate task readiness to the operations team for scheduling

 

Administrative & Communication Support

• Maintain vendor contact information and order history

• Track delays, backorders, and notify the Purchasing Manager promptly

• Document all communication related to procurement within the task management system

• Support the purchasing manager in reporting and data entry

• Assist in streamlining purchasing SOPs and recommending improvements

 

Required Qualifications:

• 2+ years of administrative, purchasing, or virtual assistant experience

• Strong organizational skills and attention to detail

• Ability to manage multiple tasks simultaneously and follow through independently

• Proficiency in Google Workspace and task/project management tools (e.g., Breezeway)

• Excellent written and verbal communication skills

• Comfortable working remotely across multiple time zones