Real Estate Back office Manager Oeiras

Real Estate Back office Manager
Oeiras
Oeiras, Distrito de Lisboa, Portugal

Real Estate Back Office Manager

Back Office Manager — Luxury Real Estate (Full-time, Hybrid: 3 days/week
- site)

Lisbon — Avenida da Liberdade area

Role

Run the operational backbone of a boutique luxury real estate firm across admin, finance, HR, legal/compliance, suppliers, and deal coordination so the sales team can focus on clients and transactions.

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
  
  

• 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
  
  

• 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
  
  

• End-to-end deal support; calculate/record consultant, leader, and referral commissions
• REC: onboard members, file docs, issue monthly invoices, track receipts
  
  

• 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
  
  

• 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
  
  

• 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