Facility 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 ongoing operations and upkeep of our Calabasas headquarters. This role is responsible for ensuring the facility remains clean, functional, secure, and well-stocked. The ideal candidate thrives in fast-paced environments, takes initiative, and can juggle routine maintenance tasks with event support, vendor coordination, and operational improvements.

RESPONSIBILITIES

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

Kitchen & Office Prep
• Handle morning kitchen prep: restocking coffee, snacks, and breakfast items
• Accept and organize grocery deliveries
• Coordinate and perform ''Clean Fridge Friday'' activities (reminders, cleaning)

Inventory & Supplies Management
• Monitor and replenish snack, janitorial, and office supply inventory
• Process internal supply requests (e.g., monitor stands, keyboards, adapters)
• Track usage and restock cycles to maintain adequate supply levels

Vendor & Technician Coordination
• Schedule technician visits and vendor deliveries
• Act as point of contact for special facilities requests or needs
• Support relationships with regular vendors (e.g., janitorial, HVAC, recycling)

Shipping & Special Handling
• Support packaging and shipment of items requiring in-person handling such as international, 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

Security & Safety Oversight
• 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

Operational Budget Management (Calabasas HQ)
• Track and reconcile facilities-related expenses for the HQ location
Reconcile and code P-Card purchases
• Maintain accurate logs and assist with tracking and input of expenses into internal systems (e.g., Concur)

General Support
• Serve as backup coverage for the front desk
• Collaborate with HR and Facilities leadership on ongoing improvements and process streamlining
• Conduct research on vendors, systems, or tools to improve day-to-day operations

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.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Insomniac recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.

Hou

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