Contracts Administrator

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 Contracts Administrator is a core operational role responsible for supporting the organization’s contract administration and execution needs. This position ensures contracts are prepared, reviewed, tracked, and maintained accurately and in compliance with established company policies and procedures.

This role is ideal for a reliable, detail-oriented professional who excels at documentation, coordination, and follow-through. The Contracts Administrator works closely with procurement, legal, finance, and internal business teams to ensure contracts are executed correctly, stored properly, and managed throughout their lifecycle.

Your Main Responsibilities:

Contract Preparation & Administration

Prepare, issue, and manage contracts, amendments, renewals, and related documentation using approved templates and processes.

Ensure all contracts are completed accurately, fully executed, and stored in designated systems or repositories.

Maintain organized and up-to-date contract files and records.

Review Coordination & Execution

Coordinate contract reviews with internal stakeholders, including procurement, legal, finance, and operations.

Track contract status throughout the review and approval process to ensure timely execution.

Communicate clearly with stakeholders regarding contract progress, required actions, and timelines.

Tracking, Compliance & Reporting

Maintain contract tracking tools to monitor key terms, expiration dates, renewals, and compliance requirements.

Support contract compliance by confirming agreements follow established company policies and procedures.

Assist with audits, reporting, and internal reviews by providing accurate and complete contract documentation.

Vendor & Stakeholder Support

Support vendor onboarding by ensuring contracts and required documentation are completed, accurate, and properly filed.

Respond to internal inquiries related to contract status, documentation, and basic contract information.

Identify discrepancies, missing information, or potential issues and escalate appropriately.

What We’re Looking For:

Qualifications & Experience

Bachelor’s degree in Business, Administration, Legal Studies, or a related field (preferred).

2–5 years of experience in contracts administration, procurement support, or vendor/document management.

Familiarity with standard contract terms, templates, and administrative processes.

Experience working with contract management systems, shared drives, or document repositories.

Ability to manage multiple contracts and deadlines in a structured, deadline-driven environment.

Technical Skills

Intermediate Microsoft Excel (basic proficiency required):

Simple formulas (e.g., SUM, IF, VLOOKUP)

Maintaining contract trackers, logs, and status reports

Advanced Experience with Microsoft Word, including document formatting and version control

Experience with contract management systems e.g. DocuSign

Experience with project management tools or shared tracking system

Asana, Click Up, Trello

Professional Competencies

Strong attention to detail and accuracy

Organized, methodical, and dependable work style

Ability to follow established processes and guidelines

Clear written and verbal communication skills

Professional and courteous when working with internal teams and vendors

Strong sense of confidentiality and compliance

Work Environment & Additional Requirements

Ability to work effectively in a deadline-driven environment

Commitment to ethical standards, documentation accuracy, and compliance practices

Role Summary

This role is best suited for a capable Contracts Administrator who takes pride in accuracy, organization, and dependable execution. Success in this position comes from consistency, attention to detail, and effective coordination, ensuring the organization’s contracts are managed properly from creation through completion.

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.