Maintenance Coordinator

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:

The Maintenance Coordinator is responsible for overseeing and coordinating maintenance needs across our short-term vacation rental properties. This position ensures that maintenance issues are addressed promptly, preventative maintenance is scheduled, and projects are followed through from start to finish.

The ideal candidate is organized, detail-oriented, proactive, and an effective communicator who can manage multiple properties, vendors, owners, and maintenance requests while keeping accurate records.

Your Main Responsibilities:

Key Responsibilities

• Monitor Maintenance Requests: Regularly monitor email, Google Spaces, Breezeway, and Streamline to identify maintenance issues, determine when a maintenance technician or vendor needs to be dispatched, and recognize when preventative maintenance should be scheduled.

• Create and Manage Work Orders: Create detailed work orders in Breezeway, ensuring all necessary information, notes, photos, and updates are entered into the appropriate areas so maintenance history and property information can easily be located.

• Coordinate Vendors: Contact and communicate with vendors to schedule repairs, maintenance, and other property-related work. Confirm scheduling and follow up to ensure work is completed in a timely manner.

• Preventative Maintenance: Help identify and coordinate routine and preventative maintenance to keep properties in good condition and minimize unexpected issues for guests and owners.

• Office Communication: Communicate regularly with the office team to provide updates, share important information, coordinate priorities, and ensure everyone is aware of maintenance issues that may affect property operations or upcoming guest stays.

What We’re Looking For:

Skills and Qualifications

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Ability to manage multiple tasks and projects at once.

• Strong attention to detail and follow-through.

• Ability to communicate professionally with property owners, vendors, maintenance staff, and office personnel.

• Comfortable using email, Google Spaces, Breezeway, Streamline, and other computer-based programs.

• Ability to prioritize urgent maintenance needs while keeping up with routine requests.

• Self-motivated and able to work independently.

• Strong problem-solving skills and a proactive approach to getting things done.

What Success Looks Like

• Maintenance requests are identified and addressed in a timely manner.

• Work orders are complete, accurate, and easy to reference.

• Vendors are scheduled and held accountable for completing work.

• Preventative maintenance is scheduled and completed consistently.

• Projects are followed through from start to finish.

• The office team has the information it needs to keep daily operations running smoothly.

The goal of this position is to keep our vacation rental properties well-maintained, our owners informed, our vendors coordinated, and our maintenance operations organized and running efficiently.

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.