Facilities Coordinator

This is a Full Time Job

Insomniac - Facility Coordinator

THE ROLE

Insomniac Events is seeking a hands-on, detail-oriented Facilities Coordinator to support the day-to-day operations of our Calabasas headquarters. This role helps ensure the office is welcoming, functional, secure, and well maintained for both employees and guests.

This position operates as part of a collaborative front office and facilities team, with shared responsibility across reception coverage and backend facilities operations. Team members rotate focus between front-facing responsibilities and operational support, while also maintaining ownership over specific areas to ensure consistency and accountability.

RESPONSIBILITIES

Front Office & Guest Experience
• Greet and welcome guests and visitors; ensure a friendly, professional reception experience
• Answer, screen, and forward incoming phone calls promptly and courteously
• Maintain cleanliness and presentation of the reception area, front entrance, and lobby
• Provide accurate, basic information in person and via phone/email
• Monitor and maintain office access and security from the front desk
• Track guests, ensure sign-in compliance, and monitor visitor access

Facility Maintenance & Walkthroughs
• Conduct daily walkthroughs of the building and exterior to ensure cleanliness, functionality, and safety of all areas, including restrooms, kitchens, lighting, doors, and parking lots
• Troubleshoot equipment issues and coordinate or escalate repairs as needed
• Maintain recycling, cleanliness, and sustainability practices across common areas

Kitchen & Workplace Experience
• Handle daily kitchen and office readiness, including restocking coffee, snacks, and shared supplies
• Accept and organize grocery deliveries
• Coordinate and perform Clean Fridge Friday activities, including reminders and cleaning

Inventory & Supply Management
• Monitor and replenish snack, janitorial, and office supply inventory
• Process internal supply requests such as monitor stands, keyboards, and adapters
• Track usage and restock cycles to maintain adequate supply levels

Mail, Shipping & Deliveries
• Receive, sort, and distribute daily mail, food, and other deliveries
• Assist with outgoing shipments, including labeling and scheduling domestic pickups
• Support packaging and shipment of items requiring in-person handling such as certified, or legal mail
• Drop off and track deliveries as needed

Event & Move Support
• Assist with physical setup and teardown of internal events
• Support coordination and logistics of in-office moves, furniture adjustments, or workstation reconfigurations
• Assist with conference room scheduling and readiness as needed

Security & Safety Support
• Monitor security systems and cameras throughout the day and report any concerns
• Assist with check-in and oversight of contractors and visitors entering the building
• Monitor parking lot activity and manage towing coordination when needed

Administrative & Operational Support
• Monitor and respond to shared group email inbox
• Process, track, code and reconcile facilities-related expenses for the HQ location
• Maintain accurate logs and assist with tracking and input of expenses into internal systems such as Concur
• Provide general HR administrative support as needed
• Assist with employee engagement initiatives, including small-scale events and coordination efforts
• Conduct research on systems, or tools to improve day-to-day operations
• Support facilities-related projects and operational initiatives as needed, including process improvements, workspace updates, and cross-functional efforts

QUALIFICATIONS
• Proven work experience as a Facilities Assistant, Receptionist, Front Office Representative, or similar role
• Extensive customer service experience
• Proficiency with Microsoft Office Suite and Google Suite
• Self-Starter and Go-Getter
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Willingness to perform physical labor (lifting boxes, moving chairs, etc.)
• Customer service attitude
• Bilingual (Spanish) preferred

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels and busy environments
• May work in drastic temperature climates
• Be able to lift up to 50lbs. when needed
• May travel to work during evening and weekend hours, as required, to meet deadlines

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.