Human Resources Coordinator

Insomniac Holdings • Calabasas, CA

5d • Onsite

About The Position

Insomniac Events is seeking a motivated and organized Human Resources Coordinator to support the day-to-day operations of its Human Resources team. The role supports onboarding for assigned new hires, the internship program, ongoing HR processes and employee data, and employee engagement and culture initiatives. The successful candidate is dependable, detail-oriented, proactive, resourceful, and able to manage competing priorities, follow established processes, identify gaps or potential issues, escalate concerns appropriately, and deliver accurate and complete work in a fast-paced, results-oriented environment.

The coordinator reports directly to the Manager, Human Resources. This is a full-time, in-office position in the Calabasas office and is not remote. Some economy travel may be required. The role may require travel to work during holidays, evenings, and weekends to meet deadlines.

Requirements

• At least 1 year of experience in HR or a related support role.
• Ability to handle sensitive and confidential information with discretion and professionalism, and to appropriately escalate sensitive, non-routine, or ambiguous matters.
• Ability to manage competing priorities, adapt to changing business needs, and consistently meet deadlines.
• Proactive and resourceful approach; ability to take ownership, follow established processes, and close loops in a timely manner.
• Excellent verbal and written communication skills, with the ability to tailor communication to employees, candidates, managers, and cross-functional partners.
• Customer-service-oriented, collaborative, solutions-oriented, and service-minded approach to supporting employees, managers, and team members.
• Proficiency in Microsoft Office and Google Workspace, and comfort learning new software tools.
• Strong attention to detail and ability to execute administrative processes accurately and completely.
• Team player, problem-solver, and adaptable.
• Must be able to tolerate loud noise levels and busy environments.
• Must be able to lift 50 pounds, such as chairs and tables.
• May work in drastic temperature climates.
• Must be willing to travel to work during holidays, evenings, and weekend hours as required to meet deadlines.
• Applicants for employment in the U.S. must possess work authorization that does not require Insomniac visa sponsorship.

Nice To Haves

• Bachelor’s degree in Human Resources, Business Administration, Communications, or a 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.

Responsibilities

• Coordinate established onboarding steps, communications, and required documentation for assigned new hires within established timelines.
• Facilitate scheduled new-hire orientation sessions and building tours using established materials and procedures.
• Coordinate new-hire check-in scheduling and follow-up.
• Support assigned audits of new-hire data, system access, distribution lists, and employee records.
• Coordinate and track onboarding requests with HR, IT, Facilities, Payroll, and other internal partners, escalating delays or issues as appropriate.
• Assist with benefits administration during onboarding and open enrollment.
• Serve as an in-office HR contact for routine employee questions and escalate sensitive or complex matters.
• Provide resources for routine benefits questions and escalate complex inquiries to the appropriate HR team member, broker, or vendor.
• Coordinate benefits communications, enrollment follow-up, and required materials.
• Coordinate logistics and support employee engagement and social events at the Calabasas headquarters, and support engagement, recognition, wellness, and culture initiatives at other locations in partnership with the Senior HR Coordinator.
• Coordinate materials and communications for employee programs, benefits, and Total Rewards initiatives.
• Coordinate internship recruitment activities, including opening and closing requisitions, scheduling interviews, communicating with candidates, and coordinating offers.
• Support a high-quality candidate experience in accordance with company practices and standards.
• Support administration of the internship program, including intern onboarding, program communications, and logistics.
• Coordinate intern offboarding, including exit surveys, exit interviews, and required steps.
• Participate in virtual job fairs and other internship recruitment events as needed.
• Maintain and update employee directory information and assigned employee data records.
• Coordinate assets and materials for HR communications, resources, presentations, and training sessions.
• Schedule and coordinate department meetings, interviews, trainings, and other HR 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 administrative processes according to established procedures; identify missing information, discrepancies, or process issues and escalate them.
• Support the Facilities team with front desk coverage and projects as needed.
• Provide administrative and logistical support for assigned HR programs and projects.
• Support assigned training and onboarding activities in partnership with other teams.
• Complete other special projects and tasks as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level