Project Coordinator

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. 

What This Role Is About:

The Project Coordinator (Procurement) is a core 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 project timelines, milestones, deliverables, and dependencies to support on-time completion.
• Support procurement initiatives by coordinating activities, vendor onboarding, and contract-related tasks tied to assigned projects.

Vendor & Stakeholder Coordination

• Serve as a point of contact for vendors related to project scheduling, documentation, and requirements.
• Communicate project 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 to track project activity, vendor engagement, milestones, and deadlines.
• Assist with preparation of project updates and reporting for leadership and key stakeholders.

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:

Qualifications & Experience

• 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
• 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

Role Summary

This role is well-suited for a reliable Procurement Project Coordinator who thrives on organization, coordination, and execution. Success in this position comes from ownership, attention to detail, and steady follow-through, ensuring procurement projects supporting company growth move forward efficiently and accurately.

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.