Senior Conference Services Coordinator

Troutman Pepper; Washington (District of Columbia); On-site; USD 75,000 - 95,000; Full time

Job summary

Troutman Pepper is seeking a Senior Conference Services Coordinator in Washington, DC, to provide professional hospitality support and manage meetings, conferences, and receptions within the assigned office.

The role requires coordinating room setups with facilities, IT, and reception; handling catering orders; maintaining break areas; and assisting with engagement events and community initiatives. Strong organizational and customer service skills are essential.

Qualifications

• Knowledge of conference services and hospitality operations.

Responsibilities

• Coordinate with Reception, Facilities, and IT for conference room setup and post-event cleanup.
• Manage event logistics including room setup and catering orders.
• Maintain and stock conference rooms, visitor spaces, pantries, and break areas.
• Place and track food and beverage orders with caterers.
• Process catering invoices and check requests.
• Support employee engagement events and office activities.
• Collaborate on community programs and wellness events.

Skills

Detail oriented

Organizational skills

Adaptability

Follow instructions

Interpersonal skills

Microsoft Office

Conference room software

EMS

Chrome River

Customer service

Multi-tasking

Teamwork

Lifting capability

Education

Associate degree in business

5+ years in law firm/hospitality conference services

Tools

Microsoft Office Suite

Conference room booking software

EMS

Chrome River

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Senior Conference Services Coordinator provides professional hospitality support and plans, coordinates, and executes all meetings, conferences, and events and receptions within their assigned office.

Essential Duties and Responsibilities:

• Coordinate with Reception, Facilities, and IT staff to provide quality, timely conference room set-up and post-conference room clean up and support to meet function specifications.

• Handle event/meeting logistics including room set up, ordering and tracking catering orders, and serving as a point of contact for the duration of the event or meeting.

• Maintain conference rooms, visitor offices, pantries, and break areas, including general cleaning, organizing, stocking, and ordering supplies.

• Manage and place food and beverage orders with catering vendors.

• Perform routine administrative tasks, including processing catering invoices and check requests as needed.

• Seek out opportunities to increase employe engagement and morale; supports the Regional Office Administrator and Regional Hospitality Manager with the planning and execution of office happy hours, holiday lunches, and other relevant events.

• Work with assigned team members on community programs (e.g., Office Wellness efforts, Community Service Days, employee recognition).

Knowledge, Skills, and Abilities:

• Detailed oriented, with excellent organizational skills and the ability to prioritize.

• Ability to adapt within a dynamic scheduling, fast paced, constantly changing and deadline driven environment.

• Ability to interpret a variety of written and verbal instructions and respond using discretion and good judgment.

• Excellent interpersonal skills and the ability to work and communicate effectively with all levels of law firm personnel, including partners administrative managers, external clients, and vendors, establishing, and maintaining effective working relationships.

• Strong working knowledge of Microsoft Office Suite, conference room booking software, EMS, and Chrome River.

• Superior customer service skills and ability to solve problems through collaboration.

• Ability to multi-task, meet deadlines and shift priorities quickly.

• Ability to work independently and in a team setting.

• Must be able to regularly lift and/or move up to 10 lbs., frequently lift and/or move up to 25 lbs. and be able to reach and replace objects from shelves of up to 8 feet high, including moving and arranging furniture for Multipurpose Room.

Education and/or Experience:

• Associate degree in business, or equivalent combination of training, education, and experience that demonstrates the requisite knowledge and ability to perform the duties of the position.

• Minimum of five (5) years of work experience working in a law firm or professional service organization in a conference services/hospitality environment.

#LI-Onsite

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [e-mail].

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience.

Hiring Salary Range:

$75,000.00 - $95,000.00