Insomniac - Seasonal Production Coordinator (Procurement) 2025

Production Coordinator For Procurement

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

The Production Coordinator for Procurement will be responsible for supporting the Procurement Department Management Team with purchase requests from key departmental stakeholders and obtaining proposals from vendors through RFQ. They will assist in identifying opportunities for cost savings through side by side proposal analyses. They will also be responsible for coordinating the end to end vendor contracting process and will work closely with accounting to help identify new vendors and facilitate payment. The ideal candidate will excel in researching, evaluating and contacting vendors (often over the phone), and presenting service and rate comparisons to the Procurement team. This role requires strong administrative skills that include but are not limited to organizing schedules, project details, year over year cost analyses and other data consolidation. Strong working knowledge of Excel and Google Suite is a must. This role also requires the ability to follow directions, excel in a fast-paced, teamwork driven environment, and adapt quickly to last minute changes. This position reports into the Procurement Dept. Management Team. This is a hybrid position working in remote settings, in office and on site at events.

Responsibilities

• Partner and collaborate with Procurement Dept. to maintain ongoing communication channels across key stakeholder departments to provide efficient and effective vendor relations and sourcing support.
• Partner with Procurement Dept. to evaluate vendors through various methods of outreach and objective performance measurements, including on-time delivery, quality of service and price competitiveness.
• Coordinate all aspects of the vendor contracting process. This includes, but is not limited to, working with legal to secure a service agreement and insurance documentation, advancing credentials and site assets such as power and heavy equipment, booking supplemental labor as needed, scheduling install/strike dates, and ensuring timely receipt of invoices upon completion of services.
• Develop and maintain strong working relationships with new and existing vendors.
• Audit and submit invoices and purchase orders relating to current vendor deals and negotiations.
• Organize project details, schedules and spend data through Excel spreadsheets and pivot tables.
• Ensure product and service quality remain paramount during all vendor discussions and negotiations.
• Other special projects and tasks as assigned as needed.
• Some travel may be required (economy).
• Researches possible sources/suppliers for requested items, provides alternatives or substitutions when applicable, and assists internal requesters with select requirements. Gathers/reviews requests in various formats including technical drawings or schematics; evaluates total cost of ownership in cases where substitutions are beneficial to the organization and monitors savings on sourcing deals in accordance with established performance targets.
• Ensure all purchases align with design specifications, project budgets, and timelines.

Qualifications

• Proven ability to navigate through Excel and G Suite (i.e., V-look up, pivot table, formula driven, etc.)
• Familiarity with production equipment such as tenting, stage decking, truss, heavy equipment, fencing and sanitation is a plus.
• Ability to negotiate contracts across various production related categories
• Excellent ability to communicate professionally and effectively, verbally and written
• Must be incredibly organized and provide proof of effective time management skills
• Must have previous purchasing or vendor relations experience
• Must be able to think quickly on their toes and problem solve challenging situations while maintaining composure
• Extensive experience with managing multiple large-scale projects in a high stress role
• Must have exceptional phone etiquette and be comfortable dealing with vendors via various means of communication
• Must be detail oriented with an analytical attitude
• OSHA-10 and Forklift Certification is a plus

Work Environment

• Must be able to tolerate loud noise levels and busy environments
• Must be willing to travel to work and travel to events during holidays, evening and weekend hours, as required, to meet deadlines and work events
• Must be comfortable operating across multiple time zones

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

Equal Employment Opportunity

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.

Pay Rate: $22.00-$28.00