Office Admin Oeiras

Overview

Back Office Manager — Luxury Real Estate (Full-time, Hybrid: 3 days/week
- site). Location: Lisbon — Avenida da Liberdade area.

Responsibilities

• General Administration & Office Ops: Mail, procedures manual, digital contracts, insurance, brokerage obligations; keep databases/files organized; maintain One
  Drive structure; register/manage monthly consultant fees; coordinate supplies; ensure office hygiene; front office cover during absences
• Finance & Accounting: Liaise with external accounting; daily bank management and reconciliation; archive/record invoices daily in the Account Control Map; monthly pack by the 10th (platform/vendor invoices, expenses, statements); AP/AR, IBAN records, approved payments; issue invoices in PHC (Remote Desktop); payroll 25-28th; load meal cards; weekly finance report; advantage: PHC or Xero
• Transaction Coordination (Ongoing Business): Register proposals (clients, commissions, referrals, partners); One
  Drive deal folders; validate docs; ensure KYC; CMI/partnerships signed; track CPCV/Lease; manage drafts/signatures with counsel; file signed PDFs; issue 50% invoice; update EGO (Reserved/Leased); remove from portals; after deed: set Sold, issue remaining 50%; keep deed and payment proofs for IMPIC/KYC; weekly Track Record & Forecast
• Sales & Members Support: End-to-end deal support; calculate/record consultant, leader, and referral commissions; REC: onboard members, file docs, issue monthly invoices, track receipts
• Human Resources: Draft contracts with legal; onboarding/offboarding (docs, access, training emails); maintain General HR Map; coordinate with accounting, Pluxee, Multicare, Interprev/OHS; payslips, salaries/allowances, vacations, KM schedules; document control
• Suppliers, Partners & Legal/Compliance: Liaise with suppliers and partners; file signed contracts; process payments; record shares/referrals in General Map Partners & Referrals; coordinate with external legal; manage proceedings; submit IMPIC transactions; keep APEMIP training current

Requirements

• Portuguese and English (fluency in both)
• 3-5+ years in back office/ops/finance (real estate/professional services ideal)
• Strong Excel/Sheets, One
  Drive/Share
  Point, Microsoft Remote Desktop
• Document control, KYC, and PT brokerage workflows (CPCV, leases, deeds)
• Detail-focused, confidential, GDPR-aware, proactive communicator

Schedule & Setup

Full-time hybrid: 3 days/week
- site + 2 remote.