Insomniac - Facilities Coordinator

About 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.

What you'll do

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