Job Description

Job Description

Job Description

About Buena Vibra Group

Founded in 2006, Buena Vibra Group is a lifestyle-marketing agency specializing in Promotions, Advertising, Social Media Management, Content Creation, Entertainment & Special Events. Through creative concepts & technology we help brands engage the connected culture.

Buena Vibra is also a lifestyle brand itself, branching out into trendsetting apparel, art, music, events, sports & education among other aspects of daily life in Puerto Rico.

Be a part of our Lifestyle Experience! Let’s vibe!

About the role

As an Office Concierge, you will be responsible for the general administration of our office. Duties will involve greeting visitors, answering incoming phone calls, assisting with office purchases and collaborating with People Administrator snack inventory, and office activity planning logistics. To be successful in this role, you will need to be an energetic people-person who can take care of the needs of Buena Vibra people, our most important clients and our lovely promoters.

Essential Duties and responsibilities:

• Essential Duties and responsibilities:

• You will be an ambassador of Buena Vibra culture, providing a warm and welcoming reception for our employees, clients, promoters and visitors.

• Handle incoming phone calls making sure all calls are attended and reach the right contact. Responsible for taking messages, providing information and following up to make sure all requests or issues received by phone call are attended.

• Incharge of the snack bar. Maintain inventory control and prepare orders when low in stock. Responsible for filling up the snack bar and assuring all snacks are organized and meet with our viber’s taste.

• Attuned to Buena Vibra People attitudes and needs, you will strive to maintain an optimal work climate for the Buena Vibra team all over the world.

• Monitor Facilities, ensure that all our areas are prepared and available for employees.

• Assist in the logistics and planning of BV activities and collaborate with accounts to receive or coordinate deliveries.

• Community Management for our social medias. This will be, liking, commenting back and responding to inquiries that we receive by message from our different social media platforms.

• .

Facilities Coordination

• Serve as a liaison with building management and external service providers to address facility-related issues and ensure compliance with safety and security protocols.

• Coordinate office space planning and seating arrangements, including desk allocations for new hires and office moves.

• Support health and safety initiatives, including organizing fire drills, first aid training, contingency plan for natural disasters (pandemic, earthqaukes or huracanes) and ensuring compliance with local regulations.

• Manage access control systems and ensure that all employees and visitors have the necessary access to the office.

• Control and manage office supplies and equipment. Handle requests for equipment for activations, campaigns and/or new hire or viber’s request.

Administrative Support

• Assist in the preparation and distribution of HR documents and other official correspondence.

• Maintain and update personnel files, ensuring all employee records are accurate, up-to-date, and stored securely. Assist with the preparation of HR reports, this can include headcount, turnover, and other key HR metrics.

• Handle confidential information with discretion and professionalism.

• Act as the first point of contact for office-related inquiries from employees and external stakeholders.

• Serve as a primary point of contact with all vendors of people department and office maintenance, keep records up to date regarding invoices, contact information, schedule of work or collaboration and other documentation related to vendor services.

Candidate requirements

• Education and experience:

  • Highschool Diploma or equivalent.

  • Experience managing an office or a facility is a plus.

• Knowledge, Skills. Abilities & Attributes:

  • Contagious positive energy, "can do" attitude.

  • Honest, discreet, prudent with confidential information.

  • Attention to detail, meticulous.

  • Organized & resourceful problem solver.

  • Customer service oriented.

  • Sympathetic, concerned about the well-being of other Buena Vibra People and our clients.

Working Conditions

The Office Concierge works in a fast paced environment while achieving goals and objectives proposed by the People Experience Department. You will be ultimately responsible for seeing that our people & office are well serviced.

The Office Concierge is an office-based role with constant sitting or moving around the office, you will have a weekly schedule to guide you through your day with essential tasks however more tasks can be added as the office day goes. This is a part-time hourly position, only marginal benefits will be provided on good faith from company to person hired. Benefits do not include vacation, sick, healthcare, christmas bonus, 401K and wellness stipend.

Disclaimer

The above job description is not intended to limit the scope of the job or to exclude other duties not mentioned. Duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time. It is not a final set of specifications for the position. It is meant to give readers an idea of what the role entails.

Buena Vibra Group is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of gender, race/ethnicity, gender identity, sexual orientation, protected veteran status, disability, or other protected group status.

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