Recepcionist

Inspired Education Group; Loulé; On-site; EUR 12,000 - 20,000; Full time

Job summary

The Receptionist at Colúcia Internacional de Vilamoura (Vilamoura, Portugal) will be the welcoming face for parents, students, staff and international visitors, combining Front of House customer service with daily admin support for the School Office and Admissions teams. Fluency in English and Portuguese is mandatory, with 1–2 years of front desk experience.

Proficiency in Microsoft Office and Google Workspace, plus familiarity with school management software (iSAMS/OpenApply), will help manage

Qualifications

• Full professional fluency in English and Portuguese (written and spoken) is mandatory.
• 1–2 years in front desk, reception, hospitality, or customer service.
• Experience in international schools or luxury hospitality is valued.
• Proficiency in Microsoft Office and Google Workspace.
• Knowledge of additional languages (French, Spanish, German, or Russian).
• Living within commuting distance of Vilamoura/Loulé/Faro.

Responsibilities

• Greet visitors and provide warm, professional reception.
• Handle switchboard and route calls and emails.
• Provide admissions support and data collection.
• Maintain information on logistics, calendars, and events.
• Update student and family records in school systems.
• Keep reception area tidy with up-to-date brochures.

Skills

Bilingual English Portuguese

Front desk/reception experience

Microsoft Office & Google Workspace

Multilingual capabilities

School management software familiarity

Tools

iSAMS

OpenApply

Job description

ROLE SUMMARY:

The Receptionist is the first point of contact and the "face" of Colúcia 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:

• 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.
• 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 ofdiscretion 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.