Administrative Assistant

Description

Job Summary: We are seeking an organized Administrative Assistant to support daily operations and real estate and hospitality development projects, combining administrative tasks with management support. Key Highlights: 1. Support for daily operations and multifaceted project management 2. Involvement in unique and challenging projects 3. Opportunity for professional development **Position Title:** Administrative Assistant **Location:** Porto, Portugal **Type:** Full-time (100% in-person) **Language Requirement:** Fluent and perfect English, both written and spoken (mandatory) **General Description:** We are looking for a highly organized **Administrative Assistant**, detail-oriented and with strong communication skills, to support daily office operations and ongoing project-related processes—particularly those linked to the real estate and hospitality development sector. This is a multifaceted role that combines routine administrative tasks with project management and execution support, including liaising with suppliers, preparing documents, and tracking deadlines and administrative procedures. The position is 100% in-person, based at our office in Porto, Portugal. **Key Responsibilities: General Administrative Support:** * Update internal records, such as invoices, timesheets, expenses, and contracts * Communicate with suppliers and service providers to request quotations, organize documentation, and track deliveries * Assist in preparing payments, expense reconciliations, and accounting-related administrative tasks * Organize and maintain digital filing systems (Google Drive, Dropbox, etc.) * Manage general office administrative tasks and support logistics for meetings and site visits **Project Management Support:** * Prepare documents, folders, and schedules for ongoing projects * Support tracking of project timelines, tasks, and deadlines * Assist in compiling technical documents and official submissions (licensing applications, grant proposals) * Help coordinate project meetings, supplier site visits, and on-site activities * Conduct research to identify suppliers and collect proposals for comparative budgeting * Support preparation of progress reports and management support materials **Requirements:** * Minimum of **2 years’ experience** in administrative or project management support roles * **Education or experience** in architecture, engineering, management, administration, or related fields is preferred * **Full proficiency in English, both written and spoken (mandatory)** * Excellent organizational skills, attention to detail, and proactivity * Strong knowledge of **Microsoft Office** or **Google Workspace** (Docs, Sheets, Drive) * Comfort using digital platforms and task-organization tools * **Residence in Porto, Portugal**, with **full availability for in-person work (no remote option)** **Preferred Qualifications (not mandatory):** * Experience with administrative processes in construction, architecture, or real estate projects * Proficiency handling official documentation, institutional submissions, or applications * Interest in areas such as **hospitality, historic heritage, and wine tourism** * Valid driver’s license and autonomy to attend meetings or construction sites (occasionally) **What We Offer:** * A stable position within a professional, structured, and collaborative environment * Involvement in unique and challenging projects connected to heritage and tourism * Opportunities for growth in administration, project management, and operations * Central office in Porto, with an international team and dynamic atmosphere **If you are passionate about organization, enjoy supporting high-impact projects, and seek a varied and responsible role, we would love to meet you.** Job Type: Full-time Pay: 920.00€ - 1,000.00€ per month Work Location: In person