Project Manager - Admin Role

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 looking for a Project Manager for a Property management company Client of ours. You will oversee the successful implementation of property management software and support solutions for their diverse client base. The ideal candidate will be a client-facing leader, ensuring project  delivery on time and within scope, while fostering strong client relationships and maintaining  efficient internal processes. 

Role Responsibilities:

● Client Relationship Management: Serve as the primary client-facing point of contact for assigned projects, building strong relationships and ensuring client satisfaction throughout the project lifecycle. 

● Project Planning and Execution:

○ Develop comprehensive project plans, including scope definition, timelines, and  resource allocation for software implementations (e.g., Yardi Breeze, Yardi Voyager, AppFolio, Vantica) and ongoing support. 
○ Coordinate and manage project phases, including database setup, financial data migration, workflow implementation, and user training. 
○ Ensure all contracted tasks are properly tracked and completed within project  management tools like TaskRay and Salesforce. 
○ Proactively identify and address potential roadblocks or scope creep, clarifying project boundaries and communicating adjustments to relevant stakeholders and clients.

● Team Coordination and Oversight:

○ Lead and manage project teams, ensuring clear communication, task assignment, and accountability among team members, including offshore resources. 
○ Collaborate with internal teams (e.g., implementation, accounting, support) to ensure seamless project delivery and efficient workload distribution. 
○ Facilitate regular team meetings to review progress, address issues, and ensure alignment on project goals.

● Communication and Reporting:

○ Maintain clear and consistent communication channels with clients and internal  stakeholders, providing regular updates on project status, risks, and achievements. 
○ Ensure all work is properly documented in Salesforce as per SOP, with each task taking approximately 30 minutes. 
○ Generate and review reports on team activities, hours, and project progress, ensuring accuracy and visibility for management.

● Process Improvement and Documentation:

○ Contribute to the development and refinement of standard operating procedures (SOPs) and checklists for project execution, task management, and communication. 
○ Identify opportunities to streamline processes and improve efficiency in project delivery and client support. 
○ Ensure proper time tracking and data entry practices in Salesforce for all team activities.

● Problem Solving and Issue Resolution:

○ Proactively identify and resolve project-related issues, collaborating with technical teams and clients to find effective solutions. 
○ Address billing discrepancies and ensure accurate invoicing based on agreed-upon rates and hours logged.

● Quality Assurance:

○ Oversee data validation and quality control throughout the implementation process to ensure accuracy and compliance.