Receptionist

HBX Group is the world’s leading technology partner, connecting and empowering the world of travel. We’re game-changers, disruptors, the people who bring together local and global brands in accommodation, transport, activities and payments through our network of 300,000 hotels worldwide, 60,000 hard to reach high value clients such as tour operators, travel agents and loyalty schemes across 140 source markets. We are tech-driven, with a customer-first philosophy, and commercial teams whose knowledge and relationships on the ground are second to none. And of course we have an amazing team! Our people, Team HBX Group, are the beating heart of the company who we encourage to ‘move fast, dream big and make the difference’ every day. In fact, we believe that it is tech + data + people that truly sets us apart in the market, alongside our ‘global approach, local touch’ mentality. We’re headquartered in Palma, Mallorca and employ around 3,500 people worldwide.

JOB DESCRIPTION:

Provide a professional, welcoming and efficient front-of-house service at HBX Headquarters while coordinating day-to-day reception, workplace and office administration. The role is the first point of contact for clients, suppliers, employees visiting from other locations and other guests, and supports a safe, well-organised and positive workplace experience.

• Welcome clients, suppliers, employees from other locations and other visitors, ensuring a professional and consistent front-of-house experience.
• Manage incoming telephone calls, reception email and general correspondence, directing enquiries promptly and accurately.
• Maintain workplace security procedures, including visitor registration, access coordination, visitor badges and accurate visitor logs.
• Administer the employee desk-booking platform, support users, monitor utilisation and resolve routine booking issues.
• Manage incoming and outgoing post, couriers and special deliveries, maintaining appropriate records and tracking.
• Coordinate meeting-room readiness, shared-area presentation, office signage and reception materials.
• Purchase office supplies, equipment and furniture in line with approved processes, budgets and procurement requirements; monitor stock and service levels.
• Perform routine administrative and bookkeeping tasks, including invoice coordination, purchase-order support, expense reconciliation and budget tracking.
• Coordinate preventive and corrective maintenance for office facilities and equipment, log issues, follow up with providers and escalate service risks.
• Maintain day-to-day relationships with building management, the landlord, relevant government contacts and workplace suppliers.
• Coordinate and participate in office-space planning, moves, renovations and workplace-improvement projects.
• Support employee onboarding and offboarding logistics, including coordination, issue and return of IT equipment and workplace access.
• Provide corporate-travel support to employees and act as the operational point of contact for travel suppliers, escalating policy or commercial matters as required.
• Maintain accurate office records, supplier contacts, procedures and service documentation, and prepare basic activity and cost reports for the Central Services Manager.
• Act as a visible point of support during office incidents and follow applicable health, safety, security, confidentiality and data-protection procedures.

Required skills

• Fluent spoken and written English and Spanish; additional languages are an advantage.
• Excellent customer-service, interpersonal and communication skills, with a professional and welcoming manner.
• Strong organisation, attention to detail and ability to manage multiple priorities in a busy office environment.
• Discretion and sound judgement when handling confidential information, access matters and sensitive employee requests.
• Practical problem-solving skills, reliability and a proactive, hands-on approach.
• Confidence coordinating multiple internal stakeholders and external service providers without direct reports. 

Required technical skills

• Proficient in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint and Teams.
• Comfortable using desk-booking, visitor-management, travel-booking, purchasing and invoice-management systems.
• Able to maintain accurate trackers, produce basic reports and handle digital records in line with data-protection requirements.

Experience & Qualifications

• Previous experience in reception, office coordination, facilities administration, workplace services, hospitality or a comparable customer-facing role.
• Experience dealing with suppliers, facilities issues, travel support, invoices or office purchasing is desirable.
• Relevant vocational qualification or equivalent practical experience; first-aid, health-and-safety or facilities-related training is an advantage.

Key challenges

• Balancing frequent, unpredictable front-of-house requests while maintaining a consistently professional service.
• Coordinating multiple suppliers and internal stakeholders, often under time pressure and without direct authority.
• Maintaining accurate security, delivery, equipment, booking and cost records while handling confidential information.
• Supporting office continuity during maintenance issues, peak visitor periods, employee moves, onboarding/offboarding and renovation activity.

You will have the opportunity to work for a company that is going through significant change in becoming the world´s leading travel services provider. We are looking for people that are ready to ride the wave in this exciting journey.

As well as an attractive benefits package you will be able to work: 

• Within an innovative, engaging and multicultural environment.

• Have the opportunity to build strong and lasting business relationships and friendships from around the world.

• Have the opportunity in developing your career locally or within one of our beautiful working locations across the globe.