Owner Relations Administrator (Vacation Rentals)

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 highly organized and detail-oriented Administrative Coordinator to oversee daily operational tasks, ensure smooth workflow processes, and support both internal and external team members/vendors. This role requires a proactive individual who can manage multiple priorities, maintain accurate records, and provide exceptional administrative support across various functions.

Key Responsibilities:

Breezeway Management

• Maintain key control systems and update guest codes as required.
• Handle daily BW task upkeep to ensure efficient operations.
• Clean up and report overdue items within the BW system.
• Update property-specific information with accurate and detailed content.
  
  

Reporting and Data Management

• Monitor and generate overdue reservation balance reports.
• Prepare owner-requested reports, including future bookings and cancellations.
• Run and analyze pricing/revenue reports.
• Log and track tax inquiries in coordination with the accounting team.
• Generate key data reports for internal review and strategic planning.
  
  

Property and Resort Oversight

• Manage work orders via Streamline and ensure timely completion.
• Monitor booking trends and identify potential gaps.
• Oversee resort project management tasks, ensuring deadlines are met.
• Stay informed about local events and updates from tourist bureaus, particularly Maui-related developments.
  
  

Content and Vendor Management

• Update and manage content, including property descriptions and photo captions.
• Coordinate with vendors for tasks beyond the maintenance team's scope.
  
  

Online Travel Agency (OTA) and Digital Oversight

• Maintain Google mailbox organization and upkeep.
• Update and manage Google Sheets for:
  
  • Linen subscription statuses (onboarded/offboarded).
  • Taxes paid by owners or the company.
  • Property unit lists and ownership details.
    
    

Additional Tasks

• Prepare and review monthly linen charges reports.
• Monitor content management systems and ensure updates align with branding and operational standards.
  
  

Qualifications and Skills:

• Proven experience in an administrative or operations role.
• Strong organizational and multitasking abilities.
• Proficiency in digital tools, including Google Workspace (Gmail, Sheets, Docs).
• Familiarity with reporting systems and workflow management tools.
• Attention to detail and a commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to work independently and manage time effectively.
  
  

Preferred Experience:

• Knowledge of the hospitality or property management industry.
• Experience with OTA platforms and property management systems.