Conference Center Coordinator

Job description

King & Spalding is a leading global law firm with a commitment to excellence, innovation, and the seamless delivery of legal services. We harness innovative technology and exceptional talent to meet the complex needs of our clients in a fast-paced and dynamic legal landscape. We are seeking a Conference Center Coordinator in our Washington, D.C. office. The Conference Center Coordinator is responsible for the day-to-day coordination and support of conference center operations in a fast-paced client focused law firm environment. This role serves as a key point of contact for attorneys, business services staff, clients, and visitors, ensuring meetings, events, and conference services are executed seamlessly and in accordance with firm standards. The Conference Center Coordinator works closely with the Conference Center Manager to deliver a high quality, professional experience that reflects the firm’s commitment to excellence, discretion, and client services. KEY RESPONSIBILITIES: Coordinate daily conference center operations, including managing room scheduling, overseeing setups and breakdowns, and ensuring seamless turnover for meetings and events throughout the day. Proactively review the daily calendar to anticipate needs, identify potential conflicts, and ensure all meeting spaces are prepared in advance. Serve as the secondary on-site contact for meeting hosts, attorneys, business services staff, and guests, delivering a consistently professional, responsive, and welcoming experience. Provide clear communication, set expectations, and ensure all client-facing interactions reflect a high standard of service. Assist with arranging and overseeing room configurations, including furniture layouts, room resets, signage placement, and overall meeting readiness. Conduct pre-event walkthroughs to confirm all details are accurate and aligned with meeting requirements. Coordinate basic audiovisual needs such as video conferencing, presentations, and hybrid meeting setups, and partner with IT or AV support teams to troubleshoot and resolve technical issues quickly to minimize disruption. Continuously monitor the conference room scheduling system for updates, changes, and new bookings, ensuring accuracy and addressing any scheduling conflicts or gaps in real time. Respond promptly to last-minute requests, schedule changes, and service issues, demonstrating flexibility and problem-solving skills while maintaining a high level of organization and attention to detail. Process catering invoices and reimbursements accurately and in a timely manner, ensuring proper documentation, coding, and adherence to firm policies. Support special events, high-profile client meetings, and after-hours functions as needed, including coordinating logistics, vendor support, and on-site execution to ensure successful outcomes. Track and report on room usage, service requests, and operational issues, identifying trends and escalating concerns or recommendations to the Conference Center Manager as appropriate. Provide coverage for the Conference Center Manager during absences, vacations, or overlapping events, ensuring continuity of operations and decision-making support. Oversee and maintain inventory of beverages, including water, soft drinks, beer, wine, and spirits for events, ensuring proper stock levels, organization, and compliance with firm guidelines. Maintain strong coordination with reception, facilities, catering, and IT teams to ensure a cohesive approach to conference services and a seamless experience for all meeting participants. Work closely with receptionists and submit/upload registration and guest lists to Kastle (building security system) and ensure all event attendees are accounted. Attend meetings with directors and business professionals when the Conference Center Manager is unavailable. On occasion, follow up with business development and event personnel after events to discuss outcomes and identify best practices for future initiatives. Submit requests to facilities regarding conference room maintenance and set-ups on an as needed basis. Provide Receptionist coverage as needed. QUALIFICATIONS: High school diploma or equivalent required. Associate’s degree or coursework in hospitality management, facilities management, business administration, or related field preferred. Prior experience in a law firm, professional services firm, corporate conference center, or high-end hospitality environment strongly preferred. Demonstrated experience supporting client facing meetings, executive level events, or confidential business functions. Familiarity with the expectations of a legal or professional services environment, including discretion, confidentiality, and high service standards. An equivalent combination of education, training, and relevant experience will be considered. Strong customer service orientation with a polished, professional demeanor appropriate for a client-facing law firm environment. Excellent organizational and time management skills with the ability to manage multiple priorities simultaneously. OTHER: Flexibility to work early mornings, evenings, or occasional weekends based on business and client needs. Ability to stand and walk for extended periods throughout the conference center, client reception areas, and adjacent office spaces. Ability to lift, carry, push, or pull items such as chairs, tables, signage, catering trays, and supplies weighing up to approximately 30–40 pounds , with or without reasonable accommodation. The firm offers a generous total compensation package with bonuses and raises awarded in recognition of individual merit-based performance. All full-time Business Services employees may participate in King & Spalding’s comprehensive benefit program including health and wellness plan, life and disability insurance, flexible spending accounts and a health savings account, a 401(k) plan, profit sharing plan, and a substantial Paid Time Off (PTO) program. Pay Transparency Range: Washington, DC: The anticipated annualized salary is $65,000 - $80,000 The salary offer will be contingent upon various factors, including but not limited to, relevant experience, internal equity, market data, job location, and other job-related factors permitted by law. King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all state, federal, and local laws prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law. We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.