Administrative Assistant

Administrative Assistant

About us

Transcend Group operates in the real estate sector in Portugal. We acquire real estate properties and transcend them into sustainable and stable development. Our portfolio consists of a large spectrum of projects, including commercial, residential, and hospitality. Our specialties are to develop residential projects for homeowners and to create and manage high-value commercial projects for investors who are seeking stable returns. We focus on investing, developing, and managing high-caliber properties with the commitment to support and enhance the local communities in the areas that we develop.

All projects share a common goal of uniqueness through added value.

About the role

We are looking for an Administrative Assistant to help create an environment and culture that enables us to fulfill our mission of providing exceptional client service and to support the day-to-day administrative and operational management of the office, while also providing administrative support in matters related to the group’s real estate portfolio.

This role is suited to an organised, proactive and detail-oriented profile, able to handle multiple tasks simultaneously, liaise with different stakeholders and ensure proper administrative follow-up of ongoing matters.

During the initial period and until October, due to the temporary absence of our receptionist on maternity leave, the selected candidate will also be expected to provide front-desk and reception support. This will include welcoming visitors, answering and redirecting phone calls, handling mail and general office correspondence, supporting meeting room preparation, and assisting with day-to-day office coordination to ensure the smooth running of the office.

Location Av Liberdade 245 1B Lisboa 1250-143

Terms Permeant Full time position

Salary/ Rate Depends on experience

Requirement Weekend work is rare but can occasionally be necessary

Start Date Immediate

Main Responsibilities

• Provide day-to-day administrative and operational support to the office;
• Provide administrative follow-up on tenancy-related matters, including initial screening of issues, forwarding complaints and updating information on internal platforms;
• Liaise with condominium management companies, service providers and other entities in connection with the administrative follow-up of the group’s properties;
• Support the sale processes of the group’s properties, namely by requesting, collecting and organizing the necessary documentation through the relevant platforms and competent entities;
• Insert, update and maintain information in internal management and process-tracking platforms;
• Organize and manage documentation;
• Provide general administrative, coordination and process follow-up support across the team;
• Carry out external administrative tasks, including trips to post offices, banks or other entities, whenever required as part of the role.
• Provide temporary reception and front-desk support until October, including welcoming visitors, answering and redirecting phone calls, managing mail and office correspondence, preparing meeting rooms, supporting printing/copying needs, and helping ensure the smooth day-to-day running of the office.

Candidate Requirements and Skills

• Strong organisational skills, planning ability and attention to detail;
• Good communication skills and ease in dealing with different stakeholders;
• Ability to manage multiple tasks simultaneously and follow up on matters accurately;
• Proactive attitude, sense of responsibility and autonomy;
• Good command of Microsoft Office and Google Workspace;
• Experience with Agile Methodology tools like ASANA will be considered an advantage;
• Previous experience in administrative or office support roles will be valued;
• Availability for occasional external errands as part of the role.

Compensation Package

• Medical & Health Insurance 
• Public Transportation Subsidy (30€)
• Transportation allowance if apply (kms) 
• Training (internal and external)

Contact us to apply

If you’d like to grow with us, please contact our team-building assistant, Inês Caracol at [email protected]

Email subject line: “Administrative Assistant”; Attach your resume in PDF format, and tell us why you would be a great fit for our team!

Job Type: Full-time

Work Location: In person