Insomniac - Facilities Coordinator

Facilities Coordinator

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 include:

• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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 include:

• 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 includes:

• 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

Insomniac strongly supports equal employment opportunity for all applicants regardless of age, ancestry, color, religious creed, family and medical care leave, mental or physical disability, marital status, domestic partner status, medical condition, genetic information, military and veteran status, political affiliation, national origin, race, sex, gender, gender identity, 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 with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Insomniac also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Insomniac will also provide reasonable religious accommodations on a case-by-case basis.

Hiring Practices

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.

Hourly Pay Range: $20.00 - $23.00 USD

Please note that the compensation information provided is a good faith estimate for this position only and is provided pursuant to the California Salary Transparency in Job Advertisements Law. It is estimated based on what a successful California applicant might be paid. It assumes that the successful candidate will be in California or perform the position from California. Similar positions located outside of California will not necessarily receive the same compensation. Insomniac takes into consideration a candidate's education, training, and experience, as well as the position's work location, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the California Law, a potential new employee's salary history will not be used in compensation decisions.

Live Nation Entertainment will never request payment or equipment purchases as part of the hiring process. Recruiters will only contact candidates from official Live Nation or affiliated brand email domains.