Overview
Finance admin
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.
Responsibilities
* General Administration & Office Ops: Mail, procedures manual, digital contracts, insurance, brokerage obligations; register/manage monthly consultant fees; coordinate supplies; ensure office hygiene
* 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); 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
* 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; 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, OneDrive/SharePoint, Microsoft Remote Desktop
* Document control, KYC, and PT brokerage workflows (CPCV, leases, deeds)
Schedule & Setup
* Full-time hybrid: 3 days/week on-site + 2 remote
Seniority level
* Mid-Senior level
Employment type
* Full-time
Job function
* Administrative
Industries
* Business Consulting and Services
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