Administrative Coordinator

Administrative Coordinator is a full-time, on-site role based in Lisbon, responsible for coordinating the company’s daily administrative, document-management, and office-support activities.

The role includes receiving, reviewing, scanning, organizing, and tracking physical and digital documentation, while ensuring that files are accurately recorded and properly prepared for the next stage of each process. The Administrative Coordinator will maintain up-to-date information in the company’s management systems, monitor pending administrative tasks, and ensure that documents, correspondence, and internal records are handled efficiently and consistently.

The Administrative Coordinator will work closely with the operations team, lawyers, translators, external partners, couriers, suppliers, and service providers. The role involves coordinating incoming and outgoing mail, document shipments, filing, office logistics, receipts, and general administrative requirements.

The position also includes supporting the preparation and organization of client files, confirming that required documents have been received, identifying missing or inconsistent information, and ensuring that files are ready for review, translation, submission, or further processing.

The Administrative Coordinator will monitor administrative milestones, application codes, submission dates, document requests, and other relevant updates. The role also requires following up on pending tasks, resolving routine operational issues, maintaining an organized and professional workplace, and contributing to improvements in internal procedures and workflows.

This position requires a high level of accuracy, discretion, reliability, and ownership, as well as the ability to manage multiple administrative priorities independently in a fast-paced and highly confidential working environment.

Qualifications

Demonstrated experience in administration, office coordination, legal support, document management, operations, or another process-driven professional environment

Strong organizational and time-management skills, with the ability to manage multiple tasks, establish priorities, and meet deadlines consistently.

Exceptional attention to detail, with the ability to review documents, identify missing or inconsistent information, and maintain accurate physical and digital records. Experience managing incoming and outgoing correspondence, filing systems, courier services, document shipments, suppliers, receipts, and general office logistics.

Strong administrative and follow-up skills, with the ability to monitor pending tasks, document requests, submission dates, application updates, and internal deadlines.

Effective communication and interpersonal skills, with the ability to collaborate with employees, lawyers, translators, external partners, public authorities, couriers, suppliers, and service providers.

A proactive and solution-oriented approach, with the ability to identify administrative issues, resolve routine problems, and ensure that tasks continue moving forward.

Experience using spreadsheets, databases, cloud-based platforms, case-management systems, or other administrative business tools. Experience with Airtable is an advantage.

Prior experience in a legal office, consultancy, immigration or nationality services company, or another regulated professional-services environment is an advantage.

Ability to handle sensitive client, legal, and business information with a high level of discretion and confidentiality. Ability to work independently, take responsibility for assigned tasks, and adapt to changing priorities and evolving operational needs.

Ability to work on-site in Lisbon on a full-time basis.

A bachelor’s degree in Administration, Management, Business, Law, or a related discipline, or equivalent relevant professional experience, is an advantage.

Fluency in Portuguese and English is required.

Knowledge of Hebrew is an advantage.