Recepcionist

Colégio Internacional de Vilamoura - Vilamoura International School; Loulé; On-site; EUR 12,000 - 18,000; Full time

Job summary

Colégio Internacional de Vilamoura - Vilamoura International School is seeking a Receptionist to be the welcoming face of the school. You will handle front desk duties, answer calls, manage emails, and support the Admissions team with tours and initial inquiries.

Ideal candidates have 1–2 years of front desk or customer service experience, are bilingual in English and Portuguese, and proficient in MS Office and Google Workspace. Living near Vilamoura/Loulé/Faro is a plus.

Qualifications

• Languages: full professional fluency in English and Portuguese.
• Experience: 1–2 years in front desk, reception, hospitality, or customer service.
• Experience in international schools, luxury hospitality, or corporate multicultural environments is valued.
• Proficiency in Microsoft Office and Google Workspace.

Responsibilities

• Front of House & Customer Service.
• Welcoming visitors and ensuring security protocols.
• Switchboard management: answer and forward calls.
• Manage and route general email inquiries.
• Support Admissions with tours and initial data collection.
• Provide information on logistics, calendars, uniforms, and events.
• Facilitate communication between parents, staff and leadership.
• Sort and distribute mail and deliveries; manage outgoing mail.
• Update student and family records in school management systems.
• Maintain a clean, welcoming lobby with updated brochures.

Skills

English fluency

Portuguese fluency

Customer service

Microsoft Office

Google Workspace

Tools

iSAMS

OpenApply

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

• 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).
• 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.
• 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.