Real Estate Back Office Manager
Back Office Manager — Luxury Real Estate (Full-time, Hybrid: 3 days/week on-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 OneDrive 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)
* OneDrive 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, OneDrive/SharePoint, 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 on-site + 2 remote.