Contracts Administrator

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 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.