Receptionist Loulé

General

This role has multiple dimensions that includes providing a professional and courteous service to all clients, staff and visitors both face to face and over the phone. The focus is to ensure the front office runs smoothly and efficiently, ensuring clients and visitors feel welcomed when visiting or calling the office.

It also entails general administrative requirements as part of a team, to include use of the database, ensuring client facing staff are fully equipped for client meetings. Liaison with various departments to ensure client satisfaction, company harmonisation, regulatory fulfilment, and business growth.

Duties

• Responsible for handling front office reception, including greeting clients and visitors, in a professional manner making them feel welcome and offering them refreshment.
• Answering phone calls, politely dealing with the callers’ needs.
• To announce visitors/clients to the appropriate member of staff within the business.
• Ensure reception area and meeting rooms are always kept clean and tidy and ready to be used.
• Meetings room / Diary management. To book meetings and keep on top of diaries ensuring no double bookings are made.
• Update enquiry tasks.
• Receive and deal with deliveries to the office.
• Printing and binding of client reports, scanning and photocopying.
• Ensuring documents such as meeting packs/reports/applications/engagement and authority letters are provided in a timely manner.
• Checking and distributing post daily.
• Ensuring stationary stock is replenished.
• Guarantee of office supplies (coffee, water, milk etc).
• Data entry and processing IRESS Xplan.
• Liaison with external companies where required for data management and processing purposes.
• Filing invoices and updating general office accounts.
• Arranging couriers and updating post tasks on the database.
• Fulfilment and awareness of regulatory/ Data Protection requirements.
• Trips to post office and occasional lunch runs as required.

Previous experience

• Reception and Customer service experience.

Attributes

The receptionist role demands a person with the following natural attributes in order to handle the range of activities and the stress of meeting deadlines at certain times of the year.

• Previous experience working in reception.
• Fluent in English both written and spoken with a good command of the Portuguese language.
• Smart and presentable, being a good representative of Blevins Franks.
• Sensible and professional attitude with a proactive approach.
• Well-developed interpersonal and communication skills.
• Must be approachable and helpful with colleagues and visitors, contributing to a friendly and professional working environment.
• Highly organised with excellent attention to detail.
• Understands the importance of timekeeping.
• Good knowledge of Microsoft Office.
• A flexible approach to working arrangements and the ability to cope with a constantly changing environment.
• Ability to multitask, prioritise and work under pressure to meet key deadlines.
• Understands the importance of following procedures.
• Must be able to work in a Team.

Applications to be received by Monday 20th October 2025.