Working Days: Thursday to Monday (5 days/week including weekends)
Location: Cascais (Hybrid work model/ on weekends, optional upon review)
Division: Cadenza Luxury Rentals
Salary: Base gross monthly salary of €1,200 (including subsidies)
About the Role
CadenzaLux is seeking a proactive and highly organised Reservations Assistant to join our growing Luxury Rentals Division. This role is essential to ensuring smooth client communication, efficient booking processes, and top-tier service across our portfolio of exclusive properties. As the first point of contact for many of our guests and partners, you will be responsible for responding to reservation inquiries, coordinating booking logistics, and managing client databases. This role requires precision, initiative, and strong communication skills—in both Portuguese and English.
Key Responsibilities
-Reservation Inquiries & Client Interaction
Respond to all reservation and information requests via email, phone, and WhatsApp within 24 hours.
Select and present suitable property options based on client expectations.
Register clients with property owners (for non-exclusive listings) and partners (e.g., Olivers Travel, Tripwix, The Getaway Collection).
Conduct follow-ups on unanswered inquiries after 48 hours.
Source additional listings via platforms like Airbnb and VRBO when portfolio and partners don’t meet the client brief.
-Booking Management
Input all confirmed bookings (direct, partner, OTA) into Avantio.
Update booking Excel trackers (2025 – WVB Reservas).
Send reservation confirmations and payment instructions to clients.
Track booking cancellations and update all related platforms and records.
-Check-In/Out Coordination
Maintain a shared calendar with all check-in/check-out details.
Provide direct support on weekends for check-ins and check-outs, alongside weekday operations.
Generate and collect signed Rental Declarations from guests.
Create dedicated WhatsApp groups/ Talkguest per booking to include guest and operations team.
Share property details and welcome message upon guest arrival.
Ensure completion of the online check-in form.
Create Dropbox folders per reservation for document organisation.
Coordinate deposit returns post check-out in alignment with property manager reports.
-Client Database & CRM Management
Update client database monthly.
Register all new client contacts in Avantio (including name, nationality, preferred language).
Share monthly export with marketing team (Klaviyo updates).
-Tourist Taxes & SEF Reporting
Log monthly tourist taxes and submit payment references to the accounts team.
Submit guest forms to SEF (Portuguese Immigration & Borders Service).
Requirements
Experience in luxury hospitality, tourism, or property management preferred.
Fluent in Portuguese and English (spoken and written); French is a plus.
Strong digital fluency (Channel Management App, &/or Avantio, Excel, WhatsApp, Dropbox, etc.).
High attention to detail, organisation, and client care.
Availability to work weekends, especially for support for check-ins and check-outs.
A proactive, positive, and solutions-oriented attitude.
Reports To: Reservations Manager / Deputy Manager / Finance Manager/ & CEO
To Apply: Please send your CV to info@cadenzalux.com / bf@cadenzalux.com
Job Type: Full-time
Pay: 1,200.00€ per month
Language:
- English (Required)
- Portuguese (Required)