Procurement Coordinator (Ph)

About Extenteam

Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. Our platform, Shared Services, handles guest communication and daily operational workflows for 80,000+ properties by pairing an AI orchestration layer with a shared-services team of hospitality-trained specialists, so no guest inquiry goes unanswered, day or night, and no property manager has to staff for the 2am cancellation themselves.

We're industry-only: every workflow, integration, and agent we hire is built around property management specifically, not bolted on from a generalist platform. As we push more of that platform toward AI-led automation and self-serve tools, the software our own Shared Services team works in every day has to keep pace, that's this role.

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:

Oversees the purchasing activities in procuring materials, equipment, and services. Ensures contracts with suppliers and vendors are consistent with company objectives. Participates in contract negotiations with internal customers and suppliers to secure consistent supplies and quality services at competitive prices. 

Your Main Responsibilities:

Essential Functions:

• Develop and oversee the supplier base for assigned services  (landscaping, common area cleaning, pool) servicing procurement operations
• Works with internal customers and vendors to support procurement efforts.
• Support or lead negotiations with suppliers for assigned commodities and projects to achieve the best price, quality and schedule.
• Support and coordinate the registration and onboarding of new suppliers in company and third party systems.
• Research new sources of services, making recommendations to reduce costs and improve quality.
• Maintain all required records of sourcing, negotiations, and contracts.
• Responsible for formulating and securing vendor contracts for construction projects, corporate purchasing and operations sourcing needs.
• Works with internal customers to prepare RFP scope of work and related specifications for new and/or existing contracts or projects.
• Works directly with selected vendors to negotiate contracts.
• Prepares and reviews final contracts.
• Responsible for ensuring quality and cost value of selected vendor's goods and services. 
• Track construction projects through completion and support Property Accounts Payable as needed to ensure timely and accurate payment of construction project invoices.
• Serves as main point of contact working with corporate and field team members experiencing issues with goods and services provided by contracted vendors.

Responsible for managing the company's compliance with established purchasing procedures.

What We’re Looking For:

• Bachelor's degree preferred
• 3+ years of directly related experience or equivalent amount of work experience in procurement and/or vendor contract management.
• Proven ability to analyze and prepare bid documents and successfully negotiate vendor contracts.
• Able to work in partnership with internal stakeholders to ensure the organization's needs are met while managing purchasing process procedures. 
• Experience negotiating preferably contracts
• Experience with Procurement to Pay softwares/systems – Preferably Coupa Supplier Portal
• Intermediate Excel - (Needs to complete assessment)
• Intermediate Microsoft Word – document formatting and redlines

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.