Insomniac - Facilities Coordinator

Job Summary:

WHO ARE YOU?

Do you enjoy dance music? Do you excel at exceptional guest experience? 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 the all things to do with human resources and company culture. 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 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.

EQUAL EMPLOYMENT OPPORTUNITY

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.

Insomniac strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.

We will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance and the California Fair Chance Act and consistent with other similar and / or applicable laws in other areas.

We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Insomniac will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance wit