Facilities Coordinator

Job Description

WMG's top priority is the safety and wellbeing of its team members, artists and songwriters across the globe. In response to COVID-19, WMG is fully committed to helping its people balance their home and life commitments with flexible working options, virtual wellness sessions, and more. WMG strives to maintain a COVID-free workplace. To that end, being fully vaccinated against COVID-19 is a condition of employment for all US new employees, prior to the commencement of employment. If you are hired, you will be required to provide proof of your vaccination as part of your new employee onboarding process, subject to our legal obligation to make reasonable accommodations in certain limited circumstances.

Job Description:

At Warner Music Group, we're a global collective of music makers and music lovers, tech innovators and inspired entrepreneurs, game-changing creatives and passionate team members. Here, we know that each talent makes our collective bolder and brighter. We are guided by four core principles that underpin everything we do across all our diverse businesses:
• Music is Everything: Music is our passion, and we can never get enough. Tastes, trends, and tech will change, but great artists and songwriters will always be our driving force.
• Global Growth, Local Expertise: Music is a global language. Through communication and collaboration, our success can come from anywhere and translate everywhere.
• Innovation and Insight: Pushing the boundaries requires the best information and the boldest imagination. We use both to create the future.
• Empowered by People: Like the artists we serve and the music they make, our differences make us stronger. This is a place where every talent can belong and build a career.

We remain committed to Diversity, Equity, and Inclusion. We know it fosters a culture where you can truly belong, contribute, and grow. We encourage applications from people of any age, gender identity, sexual orientation, race, religion, ethnicity, disability, veteran status, and any other characteristic or identity.

Consider a career at WMG and get the best of both worlds – an innovative global music company that retains the creative spirit of a nimble independent.

Job Title: Facilities Coordinator (Work Experience Specialist )

A little bit about our team:

You will be a part of the West Coast-based Work Experience team designed to imagine, create, and maintain innovative work place facilities to accommodate the needs of our ever changing business.

Your role:

You will work closely with team leaders, managers, maintenance team, mailroom, security team, and building/office services contractors to support nine locations with logistics, coordination, and delivery of excellent day-to-day building and work experience-related services.

Here you'll get to:
• Liaise with building management team for Facilities and Security issues.
• Address access control needs including ID badge creation during onboarding and offboarding process for employees/contractors on an ongoing basis.
• Coordinate and conduct hospitality tours for new employees at DTLA location.
• Coordinate with vendors and building management on building access possibly during after hours and/or weekends.
• Work with security vendors to ensure security schedules are current and followed.
• Manage Facilities inventories.
• Assist with executive meetings, including, but not limited to, ordering food & beverages, supplies, room set up, etc.
• Ensure that Maintenance staff supports executive meetings when tasked on a timely basis.
• Help train and cover reception desks as needed on an emergency basis.
• Coordinate and maintain Reception Manual information for receptionists and make regular updates to the Reception binder.
• Support Facilities leadership with administrative functions as needed.
• Work with Facilities team to maintain and update weekly employee headcount list and mark floor plan for DTLA location.
• Assist with training coordination for fire drills.
• Recruit, maintain, and update Fire Safety Team members as needed.
• Create templates and drafts for Office Services messages for office-wide distribution.
• Manage beverage policy and procedures
• Track and submit monthly expenditures. Conduct audits for accuracy.
• Process supply orders as directed by Facilities managers and leaders.
• Maintain Facilities and Security shared drives.
• Maintain Emergency Response Plans for all locations and ensure that they are updated regularly.
• Maintain department files, vendor and building contact lists..
• Review invoices for accuracy. Process and ensure timely payment.
• Monitor and answer Facilities hotline and email accounts.
• Monitor and address Facilities' and Security Service Now tickets.
• Reconcile and process Amex Meeting statement on a timely basis.
• Approve and maintain applicable purchasing orders (POs) for Facilities and Security expenditures.
• Assist in updating the space analysis spreadsheet for budget space allocation Special projects as assigned.
• Ensure a clean, safe and welcoming environment for employees and visitors
• Inspect the property, common areas, surroundings for appearance and cleanliness.
• Based on inspections, make recommendations for changes as well as note deficiencies and ensure corrective action is taken
• Document, report, and follow through on inspection findings
• Maintain VIP rooms and other designated rooms by ensuring necessary amenities are provided.
• Support Facilities with the implementation of COVID-19 return to office
• Monitor and assist, when necessary, in greeting and registering VIP guests/visitors
• Work with Facilities Events Coordinator and other stakeholders by assisting them with the planning of special events, conferences, and other group events.
• Properly support onsite events through its lifecycle.
• Special projects as assigned by leaders.
• Support cross-functional partnerships with multiple business units including HR, IT & Finance.
• Assist with procurement of PPE-related items for all locations as needed.
• Support all facilities-related items (HVAC, janitorial, PPE, property issues, etc) for offsite warehouse, studios, and production offices.

About you:
• Minimum two years of college education with 2-4 years of corporate office experience.
• Familiarity with assisting in building procedures and building codes.
• Ability to multitask; prioritize; be able to work as a team player.
• Proficiency in excel and powerpoint.
• Ability to work overtime if required on short notice.
• You are independent, proactive, flexible, with the ability to collaborate across functions.
• You exhibit an enthusiastic, can-do attitude and approach.
• You are self-directed and have strong organizational and problem-solving skills, with the ability to lead and execute in an efficient and timely manner.
• You have amiliarity with building management procedures.
• Excellent written and verbal communication
• Attentive to details
• Critical-thinking and problem-solving skills

We'd love it if you also had:
• Bachelor's degree from an accredited university/college.
• Hospitality experience
• Project management experience
• Spanish language fluency
• Experience in the entertainment industry

About us:

As the home to Asylum, Atlantic, East West, Elektra, FFRR, Fueled by Ramen, Nonesuch, Parlophone, Rhino, Roadrunner, Sire, Warner Records, Warner Classics, and

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Jobcode: Reference SBJ-rbpv0o-3-136-26-20-42 in your application.