Marketing 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:

Job Summary: This role serves as a key contributor to marketing initiatives through advanced analysis, project execution, and strategic problem-solving. The team member collaborates with team and project leaders and independently manages assigned initiatives while identifying opportunities to improve marketing performance and operational efficiency.

Your Main Responsibilities:

Essential Functions:

• Executes and manages marketing projects and initiatives that support business objectives, brand awareness, lead generation, and resident engagement.
• Develops, maintains, and optimizes marketing content across multiple channels, including web, email, print, social media, digital advertising, and point-of-sale materials.
• Collaborates with marketing leadership, cross-functional partners, and external vendors to execute marketing programs and achieve project objectives.
• Exercises independent judgment in managing assigned tasks, prioritizing work, and making recommendations to improve marketing effectiveness.
• Supports project leads by providing analytical expertise, identifying risks, and recommending solutions to complex business challenges.
• Proactively identifies process inefficiencies and opportunities for improvement; develops and implements solutions that enhance team productivity, consistency, and results.
• Coordinates the development, review, and fulfillment of marketing materials and creative assets while ensuring brand consistency and quality standards.
• Partners with apartment communities, field leadership, and internal stakeholders to support marketing communications and business objectives.
• Owns end-to-end execution of defined initiatives or workstreams

Photography Coordination

• Coordinate photography scheduling across the full property portfolio, including property transitions, ongoing marketing needs, other department projects, and special initiatives, with a focus on meeting fast-moving deadlines.
• Manage day-to-day communication with photographers, vendors, community teams, and internal stakeholders, providing timely updates and proactively following up on outstanding items.
• Track multiple photography projects simultaneously from scheduling through final delivery, maintaining accurate project details, deadlines, and status updates.
• Review photography deliverables with strong attention to detail, identifying quality issues, missing assets, or inconsistencies and quickly coordinating resolutions.
• Organize, format, and distribute final photography assets accurately and efficiently to ensure teams have the materials they need on time.
• Identify workflow challenges and recommend practical solutions, vendors, or tools that improve turnaround time, organization, and efficiency.

Signage Coordination & Installation

• Coordinate signage projects across the property portfolio from initial request through production and installation, maintaining close attention to project details and deadlines.
• Manage day-to-day communication with signage vendors, community teams, and internal stakeholders, ensuring requirements, changes, approvals, and timelines are clearly communicated.
• Track quotes, proofs, approvals, production, shipping, and installation across multiple concurrent projects, proactively following up to keep work moving and prevent delays.
• Carefully review signage specifications and proofs for accuracy, completeness, and brand consistency before projects move into production.
• Quickly troubleshoot production, vendor, site, or installation issues and coordinate solutions to minimize impact to project timelines.
• Confirm installations are completed accurately and on time, coordinating corrections or outstanding items when necessary.
• Explore new vendors, tools, and processes that can improve turnaround time, communication, reliability, and overall workflow efficiency.

Communication & Coordination

• Communicate effectively with internal teams, vendors, and stakeholders.
• Ensure timely completion of tasks
• Maintain strong cross-functional relationships to support execution.
• Communicate tasks, priorities, and updates clearly to ensure team understanding 
• Ensure follow-through on deliverables and commitments

Quality & Accountability

• Deliver accurate, high-quality work with minimal oversight.
• Consistently meet deadlines and manage competing priorities.
• Demonstrate ownership from project initiation through completion.
• Propose actionable solutions to improve team efficiency and execution 
• Support implementation of process improvements in partnership with leadership

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.