This role is responsible for managing the apartment inventory in Lisbon, overseeing lease terms, deposits, and related financial processes. It combines operational coordination with landlords and program managers with accurate financial reporting and QuickBooks data entry to ensure cost efficiency and full housing utilization.

Description

Lease & Inventory Management

• Maintain an accurate and up-to-date housing inventory tied to program schedules, participant counts, and sales/cancellations.
• Monitor lease start/end dates and ensure timely actions for renewals, early terminations, or cancellations to avoid unnecessary costs.
• Track and reconcile refundable security deposits with housing providers.
• Ensure that unused leases are cancelled or reduced in time to preserve refund eligibility.
• Enter lease terms and updates into TGLA's proprietary tracking system with high precision.
• Provide regular reporting and alerts to management team ensuring full stock utilisation and avoid empty apartments.
• Produce regular lease-expense and deposit-status reports so leadership can spot upcoming renewal or cancellation windows immediately.

Accounts Payables & Financial Oversight

• Record lease-related financials, including prepaid rent and deposits, in QuickBooks and in our proprietary housing inventory management system.
• Accurately amortize prepaid rent across applicable periods and reconcile monthly lease expenses.
• Maintain organized records for all payments, invoices, and financial documentation.
• Coordinate with the Finance team to ensure alignment between operations and accounting systems.

Vendor Management & Operational Coordination

• Work in close coordination with COO to ensure efficient coordination with landlords and property managers.
• Provide accurate and up to date information to the COO to optimize lease negotiations and terms.
• Provide weekly invoices payment report by city and program and vendor compliance.
• Conduct quarterly vendor reconciliations (deposits held, open invoices, prepayments made).
• Support revenue planning by aligning apartment availability with forecasted demand.

Profile

Qualifications

• 3+ years of experience in financial operations, finance, or accounting.
• Proficiency with QuickBooks, especially in managing prepaid expenses
• Excellent in reporting, data analysis using spreadsheets (Excel and Google Sheet)
• Strong data entry skills with proven attention to detail.
• Comfortable managing deadlines and juggling multiple active lease timelines.
• Fluent English speaker; additional European languages a plus.
• Based in European time zones.

Preferred Experience

• Experience with tools such as Hubspot, Notion, or similar CRM systems.
• Background in revenue management, hospitality, or property management.

Job Offer

• Remote-first position with flexible hours.
• An opportunity to be part of a mission-driven company redefining retirement travel.
• A collaborative, supportive team environment with room for growth.