Process & 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 Process & Project Coordinator is responsible for coordinating, tracking, and supporting cross-functional projects and initiatives through successful completion. This role plays a critical part in supporting EV chargers, package lockers, Grata/SmartRent initiatives, bulk Wi-Fi, and utility operations for apartment communities within a major real estate property management firm in the USA.

This position requires a high degree of organization, strong project management fundamentals, and exceptional attention to detail.

Your Main Responsibilities:

Key Responsibilities

• Track multiple projects and initiatives concurrently, supporting them from initiation through closeout while maintaining clear visibility into milestones, risks, and dependencies.
• Maintain structured, well-organized digital files and folders within SharePoint and other document management systems, ensuring information is accurate, current, and easily accessible to stakeholders.
• Track milestones, timelines, and task lists using project trackers in Microsoft Excel.
• Monitor project progress, follow up on outstanding tasks, and escalate risks or issues when timelines or deliverables are at risk.
• Serve as a central point of coordination between internal teams and external vendors, facilitating clear communication and alignment across stakeholders. Communication is conducted primarily in written form via email and business chat.
• Prepare status updates, summaries, and documentation to support leadership visibility and informed decision-making.
• Ensure consistent adherence to established processes, documentation standards, and file-naming conventions to support auditability and long-term usability.
• Support continuous improvement by identifying gaps, inefficiencies, and opportunities to streamline project coordination and information management.
• Perform additional project support and coordination duties as required.

Project Management & Execution Excellence

This role requires strong project management skills, including the ability to break complex initiatives into manageable tasks, sequence work appropriately, and maintain momentum across multiple stakeholders. Attention to deadlines, proactive follow-up, and disciplined tracking are essential to success.

Attention to Detail & Information Management

The Process & Project Coordinator is expected to demonstrate exceptional attention to detail. This includes maintaining accurate records, validating information received from multiple sources, and ensuring documentation is complete and consistently organized. Precision in file management, data handling, and documentation is critical, as downstream teams rely on this information to execute operational transitions effectively.

Supervisory Responsibilities

• This position has no direct supervisory responsibilities.

What We’re Looking For:

Education & Experience

• Bachelor’s degree in Business or a related field
• Minimum of 3–5 years of relevant experience in project coordination, project support, or a related operational role
• Prior exposure to project management methodologies or tools is strongly preferred

Required Skills & Qualifications

• Proficient in Microsoft Excel
• Demonstrated ability to coordinate projects with multiple stakeholders and moving parts
• Strong attention to detail, with a proven track record of accurate documentation and follow-through
• Proficiency in SharePoint, including folder creation, file organization, and document management best practices
• Experience using project management tools such as Asana or similar platforms
• Strong organizational, time management, and prioritization skills
• Clear written and verbal communication skills
• Ability to work independently, manage ambiguity, and maintain accountability in a fast-paced environment
• Collaborative mindset with a service-oriented approach to internal and external partnerships

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.