Infobahn Softworld Jobs (NOW HIRING)

Job Title: Facilities Coordinator

Location: Santa Monica, CA
Type:  Contract

Job Summary

We are seeking a highly organized and service-oriented Facilities Coordinator to support daily operations within a fast-paced music publishing office environment. This role partners closely with the Senior Director of Facilities to ensure a safe, functional, and engaging workplace for employees, writers, artists, and visitors. The position involves facilities coordination, vendor management, space planning support, budget tracking, and workplace experience initiatives.

Key Responsibilities

• Facilities & Office Operations
• Coordinate daily facilities operations for the Santa Monica office and support additional publishing locations as needed
• Serve as primary point of contact for maintenance requests and building-related issues
• Track and follow up on maintenance tickets to ensure timely resolution
• Support office space planning, internal moves, and buildout projects
• Manage building and parking access for employees, contractors, vendors, and visitors
• Vendor & Building Management
• Liaise with property management and landlords regarding building services and compliance matters
• Provide Certificates of Insurance (COIs) for external vendors
• Coordinate third-party vendors including cleaning, security, HVAC, electrical, and plumbing services
• Manage office services and supply procurement
• Support facilities logistics for company events, artist showcases, meetings, and listening sessions
• Budget & Administrative Support
• Track facilities-related expenses and assist with budget oversight
• Process invoices and maintain accurate financial documentation
• Obtain vendor quotes and submit purchase orders
• Maintain office supply inventory
• Manage a high volume of invoices and expense processing

Qualifications

• 2–4 years of experience in facilities coordination, office management, or operations
• Experience in a creative, media, entertainment, or publishing environment preferred
• Strong organizational and multitasking capabilities
• Excellent communication and customer service skills
• Ability to troubleshoot minor maintenance issues
• Proficiency in Microsoft Office (Outlook and Excel required)
• Working knowledge of workplace safety standards and building operations preferred

Key Competencies

• Service-oriented mindset
• Strong attention to detail
• Effective problem-solving skills
• Ability to prioritize in a dynamic, fast-paced environment
• Professionalism and discretion

Physical Requirements

• Ability to lift up to 30 lbs
• Comfortable moving throughout office and studio environments
• Willingness to provide occasional after-hours support for events or urgent facilities matters

Thanks

Sri Vardhan Chilakamukku
Infobahn SoftWorld Inc.
 vardhans@infobahnsw.com
+1 (619) 363-3566
2010 N. 1st Street, Suite 470, San Jose, CA 95131
 www.infobahnsw.com
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