Property Management Administrative Executive

About the Role CadenzaLux is seeking a highly organised, detail-oriented, and proactive Property Management Administrative Coordinator to support the structure, coordination, documentation, and administrative excellence of our Property Management department. This is primarily an office-based role, created to support the on-the-ground Property Management team and ensure that calendars, inspections, inventories, owner reports, maintenance follow-ups, supplier databases, and property documentation are properly structured and continuously updated. The ideal candidate is someone who enjoys systems, calendars, checklists, templates, databases, document control, supplier coordination, and operational follow-up. This person should be precise, calm under pressure, service-minded, and comfortable working in a fast-paced luxury hospitality and real estate environment. This position is urgent because CadenzaLux currently has increasing contractual responsibilities with owners, particularly around inspections, reporting, maintenance coordination, and property readiness. Without a dedicated administrative person, the on-the-ground team will remain overloaded and the department will continue to be reactive rather than structured. Key Responsibilities • Property Management Scheduling and Calendar Coordination • Inventories, Templates, and Property Documentation • Inspections and Contractual Property Commitments • Owner Reporting • Property Management Back Office • Supplier, Service Provider, Repairs, Maintenance, and Cleaning Databases • Maintenance Follow-Up and Task Closure • Finance Coordination • 9. Property Management Fees, Services, and Owner-Facing Documentation • 10. Internal Protocols, Dropbox, and Future Salesforce Implementation • 11. Cross-Department Coordination Requirements • Highly organised and detail-oriented • Strong in administration, coordination, and follow-up • Comfortable working with calendars, spreadsheets, databases, templates, checklists, and shared folders • Precise and consistent with document control • Proactive and solution-oriented • Calm under pressure • Able to manage multiple priorities at the same time • Strong in written and verbal communication • Comfortable coordinating with internal teams, suppliers, service providers, and owners • Discreet and responsible with confidential owner, guest, and property information • Service-minded and aligned with luxury hospitality standards What We Are Looking For • Previous experience in property management, hospitality, luxury rentals, real estate, operations, or administrative coordination • Experience coordinating suppliers, maintenance, inspections, cleaning teams, or operational schedules • Experience managing databases, spreadsheets, calendars, and reporting templates • Experience in a fast-paced service environment • Familiarity with owner reporting, guest relations, rental operations, or property documentation is a plus Monday to Friday, 9:00 am to 18:00 pm (Weekends if necessary)