Recruitment Specialist

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:

This role schedules US based job candidates’ second- and third-round interviews across a variety of positions and communicates with candidates using an established script. It is a process-execution role: you will not make hiring decisions.

Your Main Responsibilities:

• Contact candidates who have been advanced to second- and third-round interviews, following the approved call and email scripts word for word.
• Send calendar invitations to candidates and interviewers, with correct date, time, time zone, location or video link, and interview details.
• Coordinate interviewer availability and resolve scheduling conflicts, reschedules, and cancellations promptly.
• Communicate with candidates in English or Spanish, based on the candidate's preference.
• Send confirmations and reminders before each interview, and follow up on unconfirmed invitations.
• Update candidate status, notes, and interview dates in the applicant tracking system (ATS) the same day.
• Track scheduled interviews across multiple open roles (for example, leasing, maintenance, property management, and office staff).
• Route candidate questions outside the script, such as pay, offers, or role decisions, to the recruiter or hiring manager.
• Protect candidate information and follow company confidentiality and data-privacy policies.

Scope and authority

This role carries out the interview process; it does not decide outcomes. The Recruiter Specialist does not:

• Screen, evaluate, rank, or select candidates.
• Decide who advances to the next round, or who receives an offer.
• Make final hiring decisions, extend offers, or negotiate pay.
• Change the approved script or interview process without manager approval.

All candidate selection and hiring decisions are made by the hiring manager and recruiting team.

What We’re Looking For:

Required

• College diploma or equivalent.
• 2+ years in a scheduling, administrative, customer service, or coordinator role.
• Proven ability to follow a script and written procedures consistently.
• Experience managing calendars and sending invitations in Outlook or Google Calendar.
• Clear, professional phone and email communication.

Preferred

• Bilingual in English and Spanish, spoken and written.
• Experience in recruiting coordination, HR support, or property management.
• Familiarity with an applicant tracking system (ATS).

Skills and work environment

• Strong attention to detail: dates, times, time zones, and names are always correct.
• Organized and reliable when handling many interviews across several roles at once.
• Courteous and patient with candidates, and comfortable following a set process.
• Remote office environment with regular computer and phone use.

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.