Video Conferencing Coordinator

At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who hasa keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you!

Polsinelli, a national law firm headquartered in Kansas City, MO is seeking a Video Conferencing Coordinator. Reporting to theVideo Conferencing Team Lead, this role is located in our Kansas City office and plays a key role in ensuring reliable, high-quality conferencing experiences across the firm's offices and conference spaces.
POSITION OVERVIEW

The Video Conferencing Coordinator is responsible for the day-to-day scheduling, operation, and support of videoconferencing, audio conferencing, and meeting room technologies firmwide. This role combines strong customer service, attention to detail, and technical aptitude to ensure meetings and events run smoothly, particularly for high-visibility and client-facing engagements.

The ideal candidate is organized, calm under pressure, and comfortable supporting live meetings, troubleshooting audiovisual issues in real time, and coordinating with internal teams and external vendors. While this is not a senior engineering role, it is a critical operational position that directly impacts attorney productivity and client experience.

CORE RESPONSIBILITIES

• Oversee and coordinate videoconferencing, audio conferencing, and meeting room scheduling across the firm to ensure conflicts are avoided and meetings run smoothly.
• Manage and operate videoconferencing and audiovisual platforms, including tools such as Cisco Telepresence Management Suite (TMS), Cisco Meeting Manager (CMM), WebEx, Zoom, Microsoft Teams (or similar), and meeting room scheduling systems.
• Maintain daily awareness of scheduled meetings, proactively identifying and resolving conflicts, technical risks, or resource gaps before meetings begin.
• Provide live monitoring and real-time support for videoconference sessions, including remote testing, room setup, camera and microphone placement, lighting adjustments, and audio/video checks.
• Deliver in-person support for high-priority meetings, events, and firmwide programs, including occasional after-hours or weekend support as required by business needs.
• Assist attorneys and staff with connecting laptops and mobile devices to audiovisual systems for content sharing and presentations.
• Set up, move, and maintain portable audiovisual equipment in conference rooms and event spaces as needed.
• Support special events and firmwide programs, ensuring audiovisual needs are met from planning through execution.
• Edit, upload, and manage recorded content from videoconferencing sessions, webinars, and presentations.
• Maintain inventory records for audiovisual and videoconferencing equipment, coordinating repair or replacement as needed.
• Provision and support videoconferencing accounts and endpoints, including basic troubleshooting and vendor coordination when issues arise.
• Partner with audiovisual vendors and integrators to troubleshoot issues, support installations, and validate that new equipment meets project scope and quality standards.
• Collaborate with internal technology support teams to facilitate repairs, replacements, and ongoing maintenance of conferencing equipment.
• Develop and follow documented procedures, checklists, and best practices to ensure consistency and reliability in meeting support.
• Perform other duties as assigned.

• Strong customer service mindset with the ability to support attorneys, staff, and external participants professionally and calmly, including in high-pressure situations.
• Clear written and verbal communication skills, with the ability to explain technical concepts in a simple, approachable manner.
• Strong organizational and time-management skills, with the ability to manage multiple meetings, requests, and priorities simultaneously.
• Detail-oriented and proactive, with the ability to anticipate issues and take action to prevent disruptions.
• Comfortable learning and using new technologies, with solid general computer skills and experience working across multiple applications at once.
• Ability to adapt quickly to changing schedules, priorities, and business needs.

• Prior experience supporting videoconferencing, audiovisual systems, or meeting room technology in a corporate, professional services, or similar environment is strongly preferred.
• Familiarity with platforms such as WebEx, Zoom, Microsoft Teams, Cisco videoconferencing solutions, or similar technologies.
• Experience coordinating meetings, events, or technical support in a client-facing environment is a plus.
• Willingness and ability to occasionally work outside standard business hours to support critical meetings and events.

• Quickly become proficient in the firm's videoconferencing platforms, meeting room technologies, and scheduling workflows.
• Establish a reputation for reliable, high-quality meeting support, particularly for high-visibility and client-facing sessions.
• Improve consistency and preparedness for meetings through proactive checks, documentation, and standardized support practices.
• Build strong working relationships with attorneys, administrative staff, technology teams, and audiovisual vendors.