Recepcionist

Inspired Education Group; Faro; On-site; EUR 11,000 - 16,000; Full time

Job summary

Inspired Education Group's Colégio Internacional de Vilamoura is seeking a friendly Receptionist who serves as the first point of contact for the school community. The role blends front of house customer service with daily administrative support for the Office and Admissions teams.

The ideal candidate will be bilingual (English and Portuguese), have 1–2 years of front desk experience, and be proficient with Microsoft Office and Google Workspace.

Qualifications

• Full professional fluency in both English and Portuguese.
• 1–2 years of front desk, reception or customer service experience.
• Proficiency in Microsoft Office and Google Workspace.

Responsibilities

• Greet visitors and manage switchboard and inquiries.
• Provide information about school logistics, calendars, uniforms, and events.
• Support Admissions by welcoming families and collecting inquiry data.
• Sort and distribute mail; update student/family records in school systems.
• Keep reception area tidy with up-to-date brochures.

Skills

Bilingual English/Portuguese

Customer service

Multitasking

Discretion

Interpersonal skills

Tools

Microsoft Office

Google Workspace

Job description

ROLE SUMMARY:

The Receptionist is the first point of contact and the \"face\" of Colégio Internacional de Vilamoura (CIV). The primary mission of this role is to provide an excellent, warm, and professional welcoming experience to the entire school community—including parents, students, staff, and international visitors. This role combines Front of House customer service with daily administrative support for the School Office and Admissions teams.

KEY RESPONSIBILITIES:

1. Front of House & Customer Service

• Welcoming Environment: Greet all visitors, parents, and suppliers warmly, ensuring school security protocols are followed (visitor badge issuance and logbook registration).
• Switchboard Management: Answer, screen, and forward domestic and international phone calls efficiently and professionally.
• Email Inquiries: Manage and filter the school’s general email inbox, accurately routing messages to the appropriate departments (Admissions, Finance, Academic Coordinators).

2. School Community & Admissions Support

• General Information: Provide accurate information regarding school logistics, calendars, uniform policies, and general school events.
• Admissions Assistance: Support the Admissions Team by welcoming prospective families arriving for school tours and collecting initial inquiry data.
• Communication Link: Facilitate smooth communication between parents, teaching staff, and school leadership.

3. Administrative & Logistical Support

• Mail & Deliveries: Sort, record, and distribute daily incoming mail and courier packages; manage outgoing mail.
• Database Maintenance: Assist in updating student and family records on the school management platforms (e.g., iSAMS, OpenApply) with high accuracy.
• Lobby Presentation: Ensure the reception desk and main lobby area remain clean, tidy, and continuously stocked with updated school brochures and literature.

THE IDEAL CANDIDATE WILL HAVE:

Essential Requirements:

• Languages: Full professional fluency in both English and Portuguese (written and spoken) is mandatory. The ability to switch seamlessly between both languages is crucial for daily operations.
• Experience: Minimum of 1–2 years of experience in front desk, reception, hospitality, or customer service roles. Experience within international schools, luxury hospitality, or corporate multicultural environments is highly valued.
• Tech Skills: Proficiency in Microsoft Office (Word, Excel) and Google Workspace.

Desirable Criteria:

• Knowledge of additional languages (e.g., French, Spanish, German, or Russian).
• Prior experience working with school management software (such as iSAMS or OpenApply).
• Living within reasonable commuting distance of Vilamoura/Loulé/Faro.

Key Soft Skills:

• Excellent presentation, interpersonal skills, and professional grooming standards.
• Strong empathy, patience, and a genuine passion for working within an educational community alongside children and families.
• Outstanding organizational skills and the ability to multitask under pressure (e.g., managing a busy phone line while attending to a visitor at the desk).
• A high degree of discretion and confidentiality when dealing with sensitive student or family information.

SAFEGUARDING STATEMENT:

Inspired Education Group is committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practices and pre-employment background checks will be undertaken before any appointment is confirmed.