Conference Center Coordinator

Position Summary

Parker Poe is seeking a Conference Center Coordinator to help create a welcoming, professional, and seamless experience for clients, visitors, attorneys, and employees. This role oversees the day-to-day operations of the office conference center, coordinating meeting spaces, hospitality, events, and related services while anticipating the needs of those using the space.

The ideal candidate enjoys providing exceptional service, stays organized in a fast-paced environment, and takes pride in the details that make meetings and events run smoothly. This is a great opportunity for someone who enjoys hospitality and event coordination, and takes pride in being a go-to resource for others.

The Conference Center Coordinator is a non-exempt, full-time, in-office position, located in our Charleston, South Carolina office that reports to the Office Administrator. Occasional after-hours support may be required for meetings and events.

Essential Duties and Responsibilities

Conference Center and Hospitality

• Coordinate the day-to-day operations of the office conference rooms, including room scheduling, setup, hospitality needs, and supply inventory.
• Create a welcoming, professional experience for clients, visitors, and visiting attorneys and staff.
• Provide concierge support for guests, including printing, Wi-Fi access, transportation arrangements, and other meeting-related needs.
• Prepare conference rooms for meetings, including room setup, refreshments, supplies, and audiovisual equipment.
• Support dinner meetings, after-hours functions, and other special events as needed.

Meeting and Event Support

• Coordinate logistics for internal meetings, office events, and employee gatherings in partnership with various departments.
• Assist with event setup and breakdown, including arranging tables, chairs, equipment, and meeting materials.
• Monitor conference room schedules and proactively address meeting setup, technology, hospitality, and other needs to ensure rooms are ready for use.
• Coordinate audiovisual equipment and basic meeting technology to ensure rooms are ready for use.

Office and Administrative Support

• Prepare workspaces and provide logistical support for visiting attorneys and staff.
• Partner with the Office Coordinator on administrative and operational needs throughout the office.
• Provide backup assistance with mail, printing, copying, and other general office services.
• Provide administrative support to attorneys and departments as business needs arise.
• Assist with special projects and other responsibilities assigned by the Office Administrator and leadership.

Qualifications

• Minimum of two years of administrative support, hospitality, event coordination, legal industry, or related professional experience; an equivalent combination of education and experience will also be considered. Bachelor’s degree preferred.
• Strong service mindset with a warm, professional, and responsive approach to assisting clients, guests, and colleagues.
• Excellent verbal and written communication skills and the ability to interact professionally with clients, visitors, attorneys, and employees.
• Strong organizational skills with the ability to manage multiple priorities and adapt to changing needs in a fast-paced environment.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Comfortable learning and using AI tools to work more efficiently, organize information, and support everyday administrative needs.
• Comfortable using standard office and audiovisual equipment.
• Dependable and detail-oriented, with a willingness to step in and assist where needed.
• Ability to bend and stoop, lift up to 25 pounds, and assist with moving tables, chairs, and equipment.

Traits for Success

This role is a strong fit for someone who enjoys creating a welcoming experience, staying one step ahead, and making sure every detail is taken care of. We are looking for someone who is:

• Service-minded and enjoys helping others and creating a positive experience for clients, guests, and colleagues.
• Organized and able to manage multiple meetings, requests, and details while keeping priorities on track.
• Proactive in anticipating needs and taking initiative to ensure meetings and events run smoothly.
• Adaptable and able to remain composed and responsive when schedules, priorities, or event needs change.
• Detail-oriented and recognizes that the small details can make a meaningful difference in the overall client and guest experience.