Administrative Assistant

Description

Job Summary: We are seeking a highly organized and communicative Administrative Assistant to support daily office operations and real estate and hospitality development projects. Key Highlights: 1. Comprehensive support in administrative operations and project management 2. Involvement in unique and challenging projects 3. Opportunity for continuous professional development **Position Title:** Administrative Assistant **Location:** Porto, Portugal **Type:** Full-time (100% On-site) **Language Requirement:** Fluent and perfect English, both written and spoken (mandatory) **General Description:** We are looking for a highly organized **Administrative Assistant**, with strong attention to detail and excellent communication skills, to support daily office operations and ongoing project processes—particularly those related to the real estate and hospitality development sector. This is a multifaceted role that combines routine administrative tasks with support for project management and execution, including communication with suppliers, document preparation, and tracking of deadlines and administrative procedures. The position is 100% on-site, 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 (e.g., licensing applications, grant proposals) * Help coordinate project meetings, supplier 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 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 on-site work (no remote option)** **Preferred Qualifications (not mandatory):** * Experience with administrative processes in construction, architecture, or real estate projects * Proficiency in 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 travel to meetings or construction sites (occasionally) **What We Offer:** * A stable position within a professional, structured, and collaborative environment * Involvement in unique and challenging projects linked to heritage and tourism * Opportunities for professional 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