Conference Services Coordinator - Troutman Pepper

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 Conference Services Coordinator works closely with the Regional Hospitality Manager and other identified individuals and/or teams to support effective office operations, including facilities, events, hospitality, IT, and administrative support. Ensure effective coordination of needs across offices.

Essential Duties and Responsibilities: 

• Provide conference services support and cross train in all conference services areas, including meeting set-up and coordination of services with AV and Facilities.

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

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

• Assist with coordination and execution of various Firm, HR, and community events projects (e.g., office wellness efforts, Community Service days, employee recognition, Summer Associate activities).

• Handle event/meeting logistics including room set up, IT support, ordering and tracking catering orders, providing instructions for parking, validation and building access to outside guests, 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.

• Assist Regional Hospitality Manager and Regional Facilities and Operations Manager with identifying alternative space needed for visiting attorneys and meetings; provide local office information to all visiting attorneys and guests, following the Business Concierge processes.

• Process office invoices, expense reports, and check requests in Chrome River; reconcile credit card charges as assigned.

• Coordinate and processes local sponsorship requests; work with Marketing department on sponsorship promotional items and advertisements.

• Regularly update firmwide office intranet pages.

• Support reception needs, including answering incoming calls, managing conference room reservations, receiving packages and Service of Process documents, and preparing for and greeting visitors following established procedures.

Knowledge, Skills, and Abilities:

• High level of accuracy and attention to detail.

• Ability to effectively prioritize according to need and urgency and solve problems through collaboration.

• Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse groups of people at various levels within the firm as well as external contacts.

• Ability to self-manage and work independently as well as part of a team.

• Excellent written and verbal communication skills.

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

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

• Ability to foster an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust.

• 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 two (2) years of experience working in a law firm or professional service organization in a conference services/hospitality environment.

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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.

California Applicants: Please visit our Privacy Notice and Notice at Collection to learn about our information practices in the Job Application and Employment context.

Equal Employment Opportunity
Troutman Pepper 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, education, training, and/or experience.