Office Coordinator Department — Clube da Quinta - Property Management

The Office Coordinator is responsible for ensuring the operational and administrative coordination of activities associated with Rentals and Property Management, ensuring process efficiency, service quality, and effective collaboration between the different teams (Reservations, Housekeeping, Maintenance and Concierge).

This role ensures the continuity of daily operations, including covering critical functions (Reservations and Concierge) during periods of absence, managing back-office processes, and overseeing the guest experience throughout their stay. It also involves coordinating check-ins, preparing properties, managing partners, and supervision of operational standards.

In parallel, the role provides cross-functional support to the Property Management teams, ensuring administrative organisation, supplier management, and control of invoices and purchase orders, contributing to operational efficiency and compliance with internal procedures.

Key Competencies

Technical

• Knowledge of local accommodation / hospitality operations
• Administrative and basic financial management
• Operational coordination and team management
• Proficiency in IT tools (PMS, Excel, internal systems)

Behavioural

• Strong customer orientation
• Organisational and multitasking skills
• Good communication and teamwork
• Proactivity and problem-solving
• Attention to detail and quality focus

Internal and External Interfaces

• Internal: Reservations, Property Management, Housekeeping, Maintenance, Concierge
• External: Partners, suppliers, service providers and clients

Operational Coordination

• Ensure the coordination and continuous support of Reservation operations, guaranteeing the smooth running of processes.
• Cover the Reservations Agents during periods of absence, ensuring continuity and quality of service.
• Coordinate check-in processes and guest follow-up, ensuring an arrival experience aligned with the company standards.
• Monitor guest experience throughout their stay, ensuring regular contact and the management of feedback/complaints.

Team Management and Coordination

• Ensure effective coordination between Housekeeping, Maintenance and Property Management.
• Coordinate cleaning and laundry schedules in line with occupancy levels and operational needs.
• Coordinate front office and concierge operational activities (keys, key cards, viewings, guest support, welcome packs, etc.).
• Cover Concierge duties during periods of absence.
• Coordinate or lead operational briefings in the absence of direct leadership.

Property and Quality Management

• Participate in the onboarding of new properties, ensuring compliance with Local Accommodation (Alojamento Local) legal requirements.
• Coordinate pre-arrival checks (including photo and video records), ensuring quality standards are met.
• Supervise the compliance with internal standards (ELO – CDQ).

Partner Management

• Manage communication with partners and service providers.
• Follow up on operational requests (cleaning, maintenance, laundry, among others), ensuring timely responses.

Administrative and Financial Management

• Manage back-office processes (unit creation and removal, invoicing, deposits).
• Monitor and manage the petty cash fund, ensuring accuracy and compliance with procedures.

Property Management Support

• Record and manage invoices within the A&G report (including the Rental component).
• Coordinate contact with suppliers and service providers.
• Issue, monitor and control purchase orders.
• Provide administrative support to Property Managers, promoting organisation and efficiency.

Other Responsibilities

• Coordinate and ensure the daily bread delivery service to Rental clients (where applicable).
• Ensure proactive guest follow-up throughout the stay.

BY JOINING THE QUINTA DO LAGO GROUP, YOU WILL HAVE ACCESS TO:

• Integration into a well-established company
• Salary: between €1,300 and €1,500 gross/month, according to demonstrated experience
• Private health insurance (after 2 years of employment)
• Professional training
• 25% discount in our restaurants
• 25% discount in QDL retail outlets
• Access to gyms at preferential rates
• More than 60 local partnerships
• Psychological support (Team 24 App)
• End-of-year gift card (for contracts exceeding 6 months).