Office Concierge

Vitality Institute • Los Angeles, CA

8d • Onsite

About The Position

This role is responsible for maintaining a positive and efficient office environment, acting as the primary point of contact for visitors and supporting various operational needs. The Office Concierge ensures the office is well-stocked, welcoming, and that events and meetings run smoothly. Key aspects of the role include managing hospitality, coordinating events, providing travel support, and assisting with new employee onboarding.

Requirements

• Proven experience in office administration or hospitality.
• Exceptional organizational skills and attention to detail.
• Strong communication and interpersonal abilities, with a customer-focused mindset.
• Proficiency in Microsoft Office Suite.
• Familiarity with office management tools.
• Ability to multitask, prioritize, and adapt in a fast-paced environment.
• Completion of onboarding and training sessions.
• Study of company history, mission, and product offerings.
• Meeting team members and understanding their roles.
• Familiarity with the layout of the headquarters and training center.
• Knowledge of protocols for greeting visitors and coordinating meeting spaces.
• Creation of a catering contact list for events.
• Shadowing team members and assisting with one team event.
• Support for onboarding new hires.

Nice To Haves

• Experience with VI Peel and core skincare solutions.
• Ability to train others on office protocols and hospitality standards.
• Development of an annual calendar for recurring events and celebrations.
• Refinement of office hospitality procedures and documentation.
• Development of partnerships with preferred vendors (e.g., caterers, snack providers).
• Identification of opportunities for team-building activities and morale-boosting initiatives.
• Sharing creative ideas to keep the office environment vibrant and engaging.
• Presentation of a quarterly review of contributions.
• Sharing feedback on tools, systems, or resources needed for role's continued success.
• Building a roadmap for evolving hospitality practices as the company grows.

Responsibilities

• Serve as the Chief Coffee & Tea Officer, ensuring the team is caffeinated and has healthy snacks available.
• Manage office supplies, ensuring printers have paper and pens are stocked.
• Act as the Chief Hospitality Greeter, creating a warm and welcoming atmosphere for visitors.
• Coordinate catering and refreshments for meetings, events, and team gatherings.
• Maintain the cleanliness and organization of common areas.
• Serve as the Chief Party Planner, assisting in the planning and execution of office events, team-building activities, and celebrations.
• Support meetings by preparing materials, setting up spaces, and troubleshooting AV equipment.
• Provide travel support to leadership and team members.
• Assist with onboarding new employees.
• Learn and integrate company culture, history, mission, and product offerings.
• Master day-to-day responsibilities including stocking supplies, understanding office layout, and greeting protocols.
• Take ownership of hospitality basics like setting up coffee/tea/snack stations and organizing communal areas.
• Shadow team members to understand event planning and onboarding workflows.
• Enhance the visitor experience with a warm, professional system.
• Implement a visitor feedback form.
• Optimize supply ordering and inventory tracking.
• Create checklists for daily and weekly hospitality tasks.
• Support logistics for internal meetings, workshops, and team-building events.
• Manage catering and refreshments with minimal oversight.
• Provide travel coordination assistance for leadership and team members.
• Assist HR with smoother onboarding processes for new hires.
• Propose improvements to elevate hospitality or streamline workflows.
• Become the go-to hospitality expert and primary point of contact for visitor experiences.
• Train others on office protocols and hospitality standards if needed.
• Independently plan and execute office events from concept to cleanup.
• Develop an annual calendar for recurring events and celebrations.
• Refine office hospitality procedures and document them.
• Develop partnerships with preferred vendors.
• Identify opportunities for team-building activities and morale-boosting initiatives.
• Share creative ideas to keep the office environment vibrant and engaging.
• Present a quarterly review of contributions.
• Share feedback on tools, systems, or resources needed for role success.
• Cultivate an exceptional visitor and team experience aligned with company standards.
• Become a cornerstone of office operations, ensuring seamless day-to-day hospitality and event coordination.
• Build a roadmap for evolving hospitality practices as the company grows.

Benefits

• A collaborative and inclusive workplace culture.
• Opportunities for professional development and growth.
• A beautiful, state-of-the-art office designed to inspire creativity and innovation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed