Senior Conference Services Coordinator

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

Job summary

Troutman Pepper Locke LLP is seeking a Senior Conference Services Coordinator to deliver high-level conference, meeting, and hospitality services for attorneys, clients, and staff. The role ensures seamless, professional experiences, from room readiness to on-site support and vendor coordination.

The position emphasizes collaboration with internal teams and external vendors, requiring exceptional organization, multitasking, and a client-service mindset.

Qualifications

• Associate degree or equivalent experience required.
• Minimum 5 years in conference services or related client-service environment.
• Experience in a law firm or professional services organization is preferred.
• Excellent communication and organizational skills.

Responsibilities

• Coordinate conference and meeting services with Reception, Facilities, and IT to prep rooms and restore after events.
• Manage meeting logistics including room setup, catering, vendor communication, and on-site support.
• Maintain and stock conference rooms, visitor offices, pantries, and break areas; monitor inventory.
• Coordinate catering orders, liaise with vendors, and process invoices and checks.
• Support employee engagement and morale initiatives with the Regional Office Administrator.
• Collaborate on office events, hospitality initiatives, and community programs.

Skills

Highly organized

Detail oriented

Multitasking

Professional service mindset

Excellent communication

Team collaboration

Education

Associate degree

Tools

MS Office

EMS

Chrome River

Scheduling software

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.

The Senior Conference Services Coordinator provides high-level conference, meeting, and hospitality services to ensure seamless, professional, and welcoming experience for attorneys, staff, clients, and guests.

The Senior Conference Services Coordinator coordinates meeting and event logistics, catering services, conference room readiness, and workplace hospitality initiatives while collaborating with internal teams and external vendors to deliver exceptional service.

Essential Duties and Responsibilities

• Coordinate conference and meeting services in partnership with Reception, Facilities, and local IT personnel to ensure conference rooms are properly prepared, supported, and restored following meetings and events.
• Manage meeting and event logistics, including room configuration, catering coordination, food and beverage service, vendor communication, and on‑site support to ensure established requirements are met.
• Maintain conference rooms, visitor offices, pantries, and break areas to ensure they are clean, organized, appropriately stocked, and ready for use; monitor inventory and order supplies as needed.
• Coordinate catering services, including placing and tracking food and beverage orders, communicating with vendors, and processing associated invoices and check requests.
• In collaboration with the Regional Office Administrator, support employee engagement and morale initiatives, including office celebrations, holiday lunches, and other employee events.
• Collaborate with the Regional Office Administrator, Regional Hospitality Manager, and Conference Services Coordinator on office events, hospitality initiatives, and community programs.
• Provide administrative and project support to the Regional Office Administrator as assigned.

Knowledge, Skills, and Abilities

• Highly organized and detail-oriented, with the ability to effectively manage multiple priorities and remain composed under pressure in a fast‑paced, service‑oriented environment.
• Demonstrated flexibility and adaptability in responding to changing schedules, priorities, meeting requirements, and deadlines.
• Sound judgment and discretion, with the ability to interpret and respond appropriately to written and verbal instructions.
• Excellent interpersonal and written and verbal communication skills, with a demonstrated ability to provide professional, responsive service and build effective working relationships with Firm personnel, clients, guests, and vendors.
• Strong working knowledge of Microsoft Office Suite, conference room scheduling software, EMS, and Chrome River.
• Strong customer service and problem‑solving skills, with a collaborative approach to identifying and resolving issues.
• Ability to work independently and collaboratively as part of a team.
• Strong commitment to client service, ethical conduct, and firm values.
• Ability to regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds; reach and retrieve items from shelving up to eight feet high; and move, arrange, and reset furniture in support of meetings and events.

Education and/or Experience

Associate degree or a combination of training, education, and experience that demonstrates the ability to perform the essential duties of the position. Minimum of five (5) years of experience in conference services, hospitality, or a related client-service environment within a law firm or professional services organization.

#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.

Hiring Salary Range

$75,000.00 - $95,000.00

About Us

Your experience is our difference. We aim to make a tangible and lasting difference for you and your business. As a client of our firm, you can expect us to be ahead of the curve in your industry, start closer to the right answer on your issue, and create more value. What drives you, drives us. Troutman Pepper Locke helps clients solve complex legal challenges and achieve their business goals in an ever‑changing global economy. As a firm of more than 1,600 attorneys in 35 offices in the U.S., UK, and EU, including the 10 largest U.S. legal markets, we serve clients ranging from multinational companies to new market entrants across all major industry sectors, and offer differentiated experience in energy, financial services, health care and life sciences, insurance and reinsurance, private equity, and real estate. We put clients first. This service ethic manifests itself in everything we do, including through Troutman Plus, our market‑leading client value program. Through Troutman Plus, we collaborate with clients to understand their unique needs and deliver customized solutions that add real value to their business. A true service culture thrives on an inclusive environment of mutual support and collaboration — values we emphasize at every level of our firm. Delivering the best service to you depends on a work environment that embraces respect, inclusiveness, and teamwork, empowering every individual to contribute. The best ideas emerge when everyone has a seat at the table. Corporate responsibility is central to our mission as we reach out to the communities we serve in meaningful partnerships and pro bono work. Individuals and groups firmwide contribute time and talent to the civic, cultural, charitable, educational, and professional organizations that matter to them.