Insomniac - Facilities Coordinator

Live Nation Entertainment•Calabasas, CA

9d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

Bilingual (Spanish) preferred

Responsibilities

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