Property Management Administrative Coordinator
CadenzaLux is a premium luxury real estate and hospitality company, dedicated to curating experiences to our customers, and distinctive services in Portugal and selected destinations worldwide.
It is structured with three business units: Living - property management division, Luxury - short and mid-term rentals, Legacy - real estate department.
Blending the worlds of luxury hospitality, real estate, and lifestyle, CadenzaLux is building a global ecosystem rooted in exclusivity, quality, trust, and meaningful partnerships
About the Role
CadenzaLux is seeking a highly organised, detail-oriented, and proactive Property Management Administrative Coordinator to support the structure, coordination, documentation, and administrative excellence of our Property Management department.
This is primarily an office-based role, created to support the on-the-ground Property Management team and ensure that calendars, inspections, inventories, owner reports, maintenance follow-ups, supplier databases, and property documentation are properly structured and continuously updated.
The ideal candidate is someone who enjoys systems, calendars, checklists, templates, databases, document control, supplier coordination, and operational follow-up. This person should be precise, calm under pressure, service-minded, and comfortable working in a fast-paced luxury hospitality and real estate environment.
This position is urgent because CadenzaLux currently has increasing contractual responsibilities with owners, particularly around inspections, reporting, maintenance coordination, and property readiness. Without a dedicated administrative person, the on-the-ground team will remain overloaded and the department will continue to be reactive rather than structured.
Key Responsibilities
· Property Management Scheduling and Calendar Coordination
· Inventories, Templates, and Property Documentation
· Inspections and Contractual Property Commitments
· Owner Reporting
· Property Management Back Office
· Supplier, Service Provider, Repairs, Maintenance, and Cleaning Databases
· Maintenance Follow-Up and Task Closure
· Finance Coordination
· 9. Property Management Fees, Services, and Owner-Facing Documentation
· 10. Internal Protocols, Dropbox, and Future Salesforce Implementation
· 11. Cross-Department Coordination
Requirements
· Highly organised and detail-oriented
· Strong in administration, coordination, and follow-up
· Comfortable working with calendars, spreadsheets, databases, templates, checklists, and shared folders
· Precise and consistent with document control
· Proactive and solution-oriented
· Calm under pressure
· Able to manage multiple priorities at the same time
· Strong in written and verbal communication
· Comfortable coordinating with internal teams, suppliers, service providers, and owners
· Discreet and responsible with confidential owner, guest, and property information
· Service-minded and aligned with luxury hospitality standards
What We Are Looking For
· Previous experience in property management, hospitality, luxury rentals, real estate, operations, or administrative coordination
· Experience coordinating suppliers, maintenance, inspections, cleaning teams, or operational schedules
· Experience managing databases, spreadsheets, calendars, and reporting templates
· Experience in a fast-paced service environment
· Familiarity with owner reporting, guest relations, rental operations, or property documentation is a plus
Working Days: Monday to Friday, from 9:00 am to 18:00 pm (Weekends availability)
Location: Alcabideche, Cascais
Division: Property Management
Reporting Line
The Property Management Administrative Coordinator will report to the COO and work closely with the Property Management team, Reservations, Guest Relations, Finance, Revenue, Accounting, Marketing, and HR.
Interested? Please send us your CV