Contracts Administrator (Ph)

Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. 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. The role works closely with procurement, legal, finance, and internal business teams to ensure contracts are executed correctly, stored properly, and managed throughout their lifecycle.

Responsibilities

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; 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; 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; 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

Requirements

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; Intermediate Microsoft Excel (basic proficiency required), including simple formulas (e.g., SUM, IF, VLOOKUP) and 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 systems (e.g., Asana, ClickUp, Trello); 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; Ability to work effectively in a deadline-driven environment; Commitment to ethical standards, documentation accuracy, and compliance practices; Internet speed minimum 30 Mbps, wired connection (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; Back-ups in case of power or internet interruptions; Good headset and webcam (preferably noise-canceling headset)

Nice to have

Bachelor's degree in Business, Administration, Legal Studies, or a related field

Benefits

Competitive salary reflecting experience, skills, and responsibilities; 100% remote work; Paid time off (vacation, sick leave, vacation leave); HMO coverage (company-provided Health Maintenance Organization plan)