Conference Center & Operations Coordinator

Morrison & Foerster, LLP • Palo Alto, CA

5d • Onsite

About The Position

The Conference Center & Operations Coordinator collaborates closely with the Senior Office Operations Manager and Conference Center, hospitality, and facilities colleagues to coordinate all needs for the Palo Alto Conference Center and ensure client service objectives are comprehensively achieved. Manages reservations for conference rooms and visitor offices and coordinates related services. Provides hands-on support for all Conference Center needs, including technology, maintenance, events, and ad hoc requests, coordinating with others and departments to promote seamless service. Ensures security procedures and protocols are followed in the Conference Center. Ensures client services and satisfaction are attained in all areas of the position.

Requirements

• 3+ years of experience in a client-facing service role, preferably in hospitality, professional services, or a similar customer-focused environment.
• Proven ability to deliver exceptional client service and ensure client satisfaction through collaboration and teamwork.
• Strong sense of accountability with the ability to take ownership of issues, resolve challenges proactively, and respond promptly to requests.
• Excellent organizational skills with exceptional attention to detail and strong follow-through.
• Outstanding verbal and written communication skills, with the ability to build and maintain effective internal and external relationships.
• Demonstrated ability to coordinate complex processes, manage multiple priorities, and facilitate seamless service delivery.
• Self-motivated professional committed to continuous improvement and expanding service capabilities.
• Ability to perform effectively under pressure while maintaining a high level of responsiveness in fast-paced environments.
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
• Skilled in utilizing online research tools, databases, and intranet resources to support client service objectives.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Collaborate with the Senior Office Operations Manager to ensure effective daily Conference Center operations and consistently high-level client service.
• Ensure client service objectives are met by building strong client relationships, anticipating needs, and implementing service enhancements.
• Coordinate Conference Center services, including reception, phones, catering, room setup, maintenance, and visitor support.
• Manage visitor logistics, maintain accurate records in the Firm’s emergency notification system, and communicate updates to relevant teams.
• Resolve client and visitor inquiries regarding conference rooms, catering, and services while developing proactive solutions.
• Coordinate support services such as document production, copying, and technology assistance.
• Support client meetings, recruiting events, presentations, social functions, and other Conference Center events.
• Develop and maintain resources, service standards, tools, and processes that support high-touch and concierge-level service, including transportation, dining recommendations, parking, and travel assistance.
• Train, mentor, and cross-train Conference Center personnel to enhance service delivery and support client service objectives.
• Maintain Conference Center Specialist expertise and provide backup coverage as needed.
• Provide accountable, end-to-end management of conference room and visitor office reservations while ensuring consistent service standards.
• Deliver comprehensive “one-call” coordination for reservations, catering, technology, video conferencing, and related services.
• Utilize Conference Center software to book, confirm, and manage reservations, ensuring all service teams receive accurate information.
• Provide knowledgeable reservation support, including meeting placement, special accommodations, preference management, and schedule changes.
• Maintain and distribute visitor lists and communicate visitor information to relevant personnel and service groups.
• Provide first-level support and troubleshooting for conference room technology, including computers, wireless access, teleconferencing, and video conferencing systems.
• Coordinate with Technology Services to ensure seamless technology support and issue resolution.
• Support Conference Center utilities and equipment, including audiovisual systems, lighting, and HVAC.
• Conduct routine inspections of conference rooms and visitor offices to maintain a professional appearance and identify maintenance needs.
• Coordinate maintenance and facility requests with appropriate departments.
• Assist with room setup, furniture movement, and equipment relocation in partnership with Facilities and other team members.

Benefits

• A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
• Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
• Global wellness program, including free access to Talkspace and Calm apps.
• Annual community service day to make an impact on your community and a birthday holiday just for fun.
• Education reimbursement annually.
• Dedicated Talent Development team.
• Competitive annual profit-sharing contribution.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree