In this role, you will ensure rigorous and efficient administrative oversight of subscription processes while guaranteeing regulatory compliance and client satisfaction. You will collaborate closely with internal teams and external partners to optimize processes and enhance operational efficiency — within a truly international environment where the ability to operate confidently in English and Portuguese is essential.

This is a hands-on, multi-faceted position at the heart of a fast-growing, cross-border financial services company. You will work closely with commercial, compliance, legal, IT, and finance teams to deliver an outstanding experience to our international clients and partners.

👋Who are we?

• Perform first-level checks and validate subscription files from Portuguese and Dutch clients, ensuring consistency of information and compliance with regulations (client profile vs. subscribed product, AML/CFT source of funds, subscriber identity, etc.)

• Carry out bank reconciliations for subscription payments (transfers, cheques)

• Conduct regular checks on subscription flows in collaboration with the IT team

• Act as the point of contact for partners (financial advisors, banks, brokers) regarding subscription follow-up and ensure file completeness

• Serve as the main contact for notaries in handling client share transfer requests (account statements, donations, inheritances, private sales, divorces, etc.)

• Manage the setup and release of bank guarantees on client contracts (pledges, releases)

• Validate requests for setting up options within client contracts (scheduled payments, dividend reinvestments)

• Verify client identity for requests involving substantial information changes

• Handle contract lifecycle management: amendments, withdrawals, and client data updates

Monthly Key Activities

• Prepare monthly closing: ensure all ongoing activities are complete and up to date

• Organize bi-monthly debit and payment sessions

• Manage and coordinate annual income tax declaration campaigns for international clients (Portugal, the Netherlands, Austria)

• Produce accurate and timely reporting for clients and business partners

Compliance & Regulatory Affairs

• Ensure all operations comply with applicable regulations in a highly regulated, multi-jurisdictional environment

• Maintain up-to-date knowledge of regulatory requirements across key international markets

• Contribute to AML/KYC processes and ongoing client due diligence

• Master's degree (Bac+5) in Banking, Finance, Insurance, or a related field

• Initial professional experience in Middle Office or Back Office operations in financial services

• Knowledge of the financial sector and/or real estate investment funds is a strong asset

Skills & Personal Qualities

• Strong attention to detail and accuracy

• Excellent organizational skills and ability to manage multiple priorities simultaneously

• High level of autonomy and proactive mindset

• Dynamic, team-oriented, with strong interpersonal skills

• Customer and partner service-oriented approach

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint); knowledge of industry-specific back-office tools is a plus