Human Resources Coordinator

Job Summary:

WHO ARE YOU?

Do you enjoy dance music? Do you thrive in fast-paced, detail-oriented environments where you can support people, processes, and culture? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for dance culture and a love of building great employee experiences through coordination, communication and operational support. Is this you? Read on…

WHO ARE WE?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction. The quality of the Headliner experience is our top priority.

Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's premiere annual event, Electric Daisy Carnival Las Vegas, is the world’s largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since it was formed in 1993.

THE ROLE

Insomniac Events is looking for a motivated and organized HR Coordinator to support the day-to-day operations of our Human Resources team. This role is essential in delivering smooth onboarding experiences for assigned new hires, supporting the internship program, maintaining key HR processes and employee data, and contributing to employee engagement and culture initiatives.

This role requires a self-motivated, highly dependable, and detail-oriented individual with a “roll up the sleeves” attitude and hands-on style, as well as the aptitude to thrive in a fast-paced, results-oriented environment. The ideal candidate is proactive, resourceful, and thoughtful - able to quickly learn and consistently follow established processes; manage details across concurrent priorities; recognize missing information, gaps, or potential issues before they become problems; and escalate concerns appropriately. They take ownership of their work, reliably close loops, and take pride in delivering accurate, complete, and polished results.

The Human Resources Coordinator will report directly to the Manager, Human Resources. This is not a remote position and required to be in our Calabasas office full time.

RESPONSIBILITIES

ONBOARDING & EMPLOYEE SUPPORT

• •Support onboarding for assigned new hires by coordinating established onboarding steps, communications, and required documentation within established timelines
• •Facilitate scheduled new-hire orientation sessions and building tours for assigned new hires using established materials and procedures
• •Coordinate new hire check-in scheduling and follow-up
• •Support regularly assigned audits of new-hire data, system access, distribution lists, and employee records to ensure employees are properly set up
• •Coordinate and track onboarding-related requests with HR, IT, Facilities, Payroll, and other internal partners; escalate delays or issues as appropriate
• •Assist with benefits administration during onboarding and open enrollment
• •Serve as an in-office HR point of contact for routine employee questions, escalating sensitive or complex matters to the appropriate HR team member

TOTAL REWARDS

• •Assist employees with routine benefits questions by providing resources and escalating complex inquiries to the appropriate HR team member, broker, or vendor
• •Support benefits administration during onboarding and open enrollment, including employee communications, enrollment follow-up, and coordination of required materials
• •Coordinate logistics and support execution of employee engagement and social events at the Calabasas headquarters, following established plans and guidance
• •Support employee engagement, recognition, wellness, and culture initiatives across other locations in partnership with the Senior HR Coordinator
• •Coordinate materials and communications related to employee programs, benefits, and Total Rewards initiatives

INTERNSHIP PROGRAM

• •Coordinate internship recruitment activities, including opening and closing job requisitions, scheduling interviews, candidate communications, and offer coordination
• •Maintain an elevated candidate experience by following company best practices and standards
• •Support the facilitation and administration of the company internship program, including intern onboarding, program communications, and logistical coordination
• •Coordinate intern offboarding processes, including exit surveys, exit interviews, and completion of required offboarding steps
• •Participate in virtual job fairs and other internship recruitment events as needed

ADMINISTRATIVE SUPPORT

• •Maintain and update employee directory information and assigned employee data records
• •Coordinate assets and materials for HR-related communications, resources, presentations, and training sessions
• •Schedule and coordinate department meetings, interviews, trainings, and other HR-related activities; organize and distribute relevant materials and notes as needed
• •Audit and organize employee lifecycle HR files in accordance with company standards and applicable requirements
• •Track and monitor assigned tasks, projects, and employee requests to ensure accurate completion and timely follow-up
• •Perform assigned administrative processes in accordance with established procedures; identify missing information, discrepancies, or process issues and escalate them to the appropriate HR team member
• •Support the Facilities team with front desk coverage and projects as needed
• •Provide administrative and logistical support for assigned HR programs and projects

ADDITIONAL RESPONSIBILITIES

• •Support assigned training and onboarding activities in partnership with other teams
• •Other special projects and tasks as assigned
• •Some travel may be required (economy)

QUALIFICATIONS

1+ years of experience in HR or related support role

• •Bachelor’s degree in Human Resources, Business Administration, Communications, or related field preferred
• •Experience supporting onboarding, internship programs, employee engagement initiatives, or high-volume administrative processes preferred
• •Experience supporting multiple concurrent HR processes in a fast-paced environment preferred
• •Familiarity with HRIS and office productivity tools; experience with Workday, Timeclock Plus, and ADP Vantage is a plus
• •Proven ability to handle sensitive and confidential information with discretion and professionalism, and to appropriately escalate sensitive, non-routine, or ambiguous matters
• •Demonstrated ability to manage multiple competing priorities, adapt quickly to changing business needs, and consistently meet deadlines
• •Proactive and resourceful approach to work, with the ability to take ownership of assigned tasks, follow established processes, and close loops in a timely manner
• •Excellent verbal and written communication skills, with the ability to tailor communication thoughtfully to employees, candidates, managers, and cross-functional partners
• •Customer service-oriented, collaborative, and motivated by supporting the success of employees, managers, and team members; brings a solutions-oriented and service-minded approach to work
• •Proficient in Microsoft Office and Google Workspace, with comfort learning new software tools
• •Strong attention to detail with a proven ability to consistently execute administrative processes accurately and completely
• •Team player, problem-solver, and adaptable

WORK ENVIRONMENT

• •Must be able to tolerate loud noise levels & busy environments
• •Must be able to lift 50lbs (chairs, tables, etc.)
• •May work in drastic temperature climates
• •Must be willing to travel to work during holidays, evenings, and weekend hour