Guest Experience & Facilities Coordinator

Insomniac Music Group; Calabasas (CA); On-site; USD 27,552 - 31,684; Full time

Benefits offered by this job

Hourly pay range: $20.00 - $23.00 USD

Job summary

Insomniac is seeking a hands-on Facilities Coordinator to support the Calabasas HQ in daily operations, guest reception, and front-office tasks. You will work within a collaborative team, ensuring a welcoming, secure, and well-maintained environment for employees and visitors.

The role covers front-office duties, facilities maintenance, kitchen and workplace readiness, inventory and supplies, mail and shipments, event support, security, and admin tasks.

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

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.
• Troubleshoot equipment issues and coordinate or elevate 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

Skills

Facilities coordination

Customer service

Microsoft Office

Google Suite

Bilingual Spanish

Tools

Microsoft Office

Google Workspace

Job description

Insomniac is seeking a hands-on Facilities Coordinator to support the Calabasas HQ in daily operations, guest reception, and front-office tasks. You will work within a collaborative team, ensuring a welcoming, secure, and well-maintained environment for employees and visitors.

The role covers front-office duties, facilities maintenance, kitchen and workplace readiness, inventory and supplies, mail and shipments, event support, security, and admin tasks.