Conference Services Coordinator

We are always seeking talented motivated growthminded 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 within their assigned office.

Essential Duties and Responsibilities:

• Assist with coordination and 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 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 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; maintain visitor office program by maintaining a list of available spaces and ensuring spaces are ready prior to each guests arrival.

• 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 office floorplans.

• 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 and following the Business Concierge processes.

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 highquality service and partner effectively with diverse groups of people at various levels within the firm as well as external contacts.

• Ability to selfmanage 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 25 lbs. frequently lift and/or move up to 50 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 Covid19.

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 allinclusive 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 .

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 education training and/or experience.