Insomniac - Recruiting Coordinator

Job Summary:

WHO ARE YOU?

Do you enjoy music? Do you excel at coordinating and connecting people? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for music & culture and a love of connecting people through the recruitment space. Is this you? Read on… 

WHO ARE WE?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction.  The quality of the Headliner experience is our top priority.

Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's premiere annual event, Electric Daisy Carnival Las Vegas, is the world’s largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since it was formed in 1993.

THE ROLE

We’re looking for a highly organized and people-focused Recruiting Coordinator to support our growing team. In this role, you’ll play a critical part in ensuring a smooth, timely, and welcoming experience for candidates throughout the hiring process—while helping our recruiters and hiring teams operate efficiently behind the scenes.

You’ll manage the logistics of interviews, own communication touchpoints, and contribute to candidate experience, recruiting operations, and process improvement efforts.  This is a fully in office position and reports to the Director, Human Resources while supporting the recruiting team. 

RESPONSIBILITIES

• Coordinate meeting times between Talent Acquisition team members and applicants selected for interviews

• Maintain elevated candidate experiences at scale across hiring

• Ensure every candidate has a white-glove, welcoming experience

• Support project initiatives to streamline recruiting scheduling processes to elevate  the candidate experience

• Schedule phone, Zoom Video  and in-person meetings using G-Suite Calendar across multiple time zones

• Serve as primary point of contact for candidates during the interview process

• Communicate via email, instant messenger, and occasional text with internal teams

• Send timely and professional communications and calendar invites

• Monitor ATS (Workday) pipelines to proactively flag scheduling needs and bottlenecks

• Build trusted relationships with recruiters, hiring managers, and cross-functional partners to ensure seamless hiring coordination

• Assist with report pulling, interview tracking, and data focused projects

• Attend and work company events as needed

• Support recruiting events, community engagement  and employer branding projects

• Maintain accurate records in our ATS

• Support updating job descriptions and opening up evergreen job requisitions

• Help audit and improve scheduling templates, workflows and documentation

• Provide administrative support for hiring planning, req intake and team syncs

• Support project management for recruiting initiatives such as interview training, hiring process audits, and candidate experience improvements

• Support the onboarding of new team members and cross-functional partners on coordination workflows

• Manage competing priorities and shifting timelines with a high level of organization, accuracy, and experience 

• Support accessible hiring practices with communications and candidate touchpoints

• Submit vendor requests and payments through various channels

• Coordinate timely collection of interviewer feedback and support follow-up with candidates

• Build and cleanup talent pools of top candidates from inbound and outbound for future opportunities, keeping those groups engaged with relevant content

• Coordinate internal employee referrals by tracking submissions, facilitating introductions, and ensuring timely follow-up throughout the hiring process

• Ensure adherence to candidate privacy and confidentiality regulations throughout the hiring process

• Support HR with new hire onboarding and various HR tasks as needed

• Help recruit, hire, onboard and training various team members

• Responsible for other projects as assigned on a regular or occasional basis

QUALIFICATIONS

• 2+ years of experience in a coordination, recruiting, people ops or administrative support role

• Strong experience with GSuite, Microsoft Office,  Slack, Airtable and Workday (HRIS & ATS)

• Excellent organizational skills and attention to detail

• Strong written and verbal communication skills

• Ability to juggle multiple priorities and and shift gears quickly

• Empathy and professionalism when working with candidates and internal partners

• A passion for creating a positive and inclusive hiring experience

• Must be motivated with an “Everything is possible” attitude

• Team player, problem solver, and adaptable

WORK ENVIRONMENT

• Must be able to tolerate loud noise levels & busy environments

• May work in drastic temperature climates

• Must be willing to frequently work and travel to events during evening and weekend hours, as required, to meet deadlines and work events

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

EQUAL EMPLOYMENT OPPORTUNITY

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.

Insomniac strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and 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. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact a Human Resources Representative to request the opportunity to participate in a timely interactive process.  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.

Hiring Hourly Range: $22.00 - $27.00/hour

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. If this position is not based in California, the compensation range will vary.