Operational Executive
The Operational Executive is responsible for running the operational backbone of an organization. This includes administration, finance, HR, legal/compliance, suppliers, and deal coordination to enable the sales team to focus on clients and transactions.
Key Responsibilities
* Administration & Office Operations: Manage daily tasks such as mail procedures manual, digital contracts, insurance, brokerage obligations, database organization, OneDrive structure, consultant fee registration, supply coordination, office hygiene, and front office cover during absences.
* Finance & Accounting: Liaise with external accounting, manage daily bank operations, reconcile accounts, archive invoices, monthly financial reports, AP/AR management, IBAN records, payment approval, payroll, meal card loading, and weekly finance updates.
* Transaction Coordination: Register proposals, create OneDrive deal folders, validate documents, ensure KYC compliance, manage CMI/partnership agreements, track CPCV/Lease status, coordinate drafts/signatures with counsel, file signed PDFs, issue invoices, update EGO, and remove from portals.
* Sales & Members Support: Provide end-to-end deal support, calculate/recording consultant commissions, onboard members, file documents, issue invoices, and track receipts.
* Human Resources: Draft contracts with legal, manage onboarding/offboarding processes, maintain HR maps, coordinate with accounting, Pluxee, Multicare, Interprev/OHS, payslips, salaries, allowances, vacations, KM schedules, and document control.
* Suppliers, Partners & Legal/Compliance: Liaise with suppliers/partners, file signed contracts, process payments, record shares/referrals in General Map Partners & Referrals, coordinate with external legal, manage proceedings, submit IMPIC transactions, and keep APEMIP training current.
Requirements
* Fluency in Portuguese and English
* 3-5+ years experience in back office/ops/finance (real estate/professional services ideal)
* Strong Excel/Sheets, OneDrive/SharePoint, Microsoft Remote Desktop skills
* Document control, KYC, and CPCV workflows expertise
* Detail-focused, confidential, GDPR-aware, proactive communicator