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)