Operations Logistics Coordinator

Job Description

Job Description

The Operations Logistics Coordinator provides dedicated, year-round operational support for OFC and eight Optica congresses and topical meetings. The role coordinates sponsorship fulfillment, exhibitor service, operational tracking, meeting-room assignments, vendor updates, and cross-functional execution across a portfolio of nine major events. This position helps protect more than $17.2 million in annual program revenue by ensuring that contractual commitments, customer requests, deadlines, and event logistics are managed accurately, consistently, and on time.

PRIMARY RESPONSIBILITIES

1. Sponsorship Fulfillment Management

1. Manage fulfillment for 185 plus sponsors and 705 plus deliverables across OFC and Optica events.
2. Serve as the day-to-day operational contact for sponsors, requesting missing assets, communicating requirements, providing reminders, and monitoring deadlines.
3. Review submitted assets for accuracy, required format, brand compliance, and production readiness.
4. Coordinate graphics, production, signage, digital placements, and other deliverables with internal teams, venues, and external vendors.
5. Track approvals and fulfillment status, escalate late or incomplete submissions, and prepare internal status reports.
6. Maintain proactive, high-touch communication with sponsors throughout overlapping, year-round fulfillment cycles.

2. Operational Tracking and Reporting

1. Maintain accurate tracking systems for sponsorship deliverables, exhibitor requirements, meeting-room activity, deadlines, approvals, and fulfillment status.
2. Verify completion and contractual compliance across both event portfolios and resolve discrepancies before they affect production or customer delivery.
3. Prepare weekly reports and operational updates for Sales, Marketing, Meetings, Registration, Exhibit Operations, and Optica event teams.
4. Maintain complete and current operational records across multiple simultaneous event cycles.

3. Exhibitor Support and Customer Service

1. Provide timely, professional support to more than 850 exhibitors across the combined portfolio.
2. Respond to questions involving logistics, registration, housing, deadlines, policies, event services, and on-site requirements.
3. Coordinate issue resolution with internal teams, venues, and vendors, including inquiries requiring multi-department follow-through.
4. Maintain same-day response expectations during peak periods whenever feasible and escalate urgent or complex matters appropriately.
5. Deliver consistent service across overlapping event timelines to support exhibitor satisfaction, retention, and renewal.

4. Meeting Room and Event Logistics

1. Review and process meeting-room requests, assignments, schedules, and modifications for OFC and Optica events.
2. Coordinate room setup, audiovisual, signage, and related requirements with exhibitors, venues, vendors, and the Meetings team.
3. Resolve scheduling conflicts and communicate changes promptly to all affected stakeholders.
4. Partner with the Meetings Coordinator to support approximately 900 OFC rental hours and multi-event Optica room needs.

5. Weekly Exhibitor and Vendor Updates

1. Collect, validate, and consolidate current exhibitor, sponsor, vendor, and room-assignment information.
2. Distribute clear weekly operational updates and deadline reminders to appropriate internal and external stakeholders.
3. Ensure teams have accurate information for planning, production, registration, and on-site execution.
4. Track changes and confirm that updates are reflected consistently across working systems and stakeholder communications.

6. Cross Functional Coordination and On-Site Support

1. Coordinate daily with Sales, Marketing, Meetings, Registration, Exhibit Operations, venues, vendors, and Optica event teams.
2. Align handoffs, deadlines, sponsorship assets, signage, event guides, room requirements, and fulfillment plans across both portfolios.
3. Identify operational risks early, recommend solutions, and escalate issues that could affect contractual commitments, customer experience, or revenue.
4. Support on-site event execution, including issue resolution and sponsor and exhibitor needs, as assigned.
5. Contribute to process improvements that strengthen accuracy, consistency, reporting, and customer service

EDUCATION AND EXPERIENCE

1. Bachelor's degree required.
2. 2-5 years experience in event operations, exhibit management, sponsorship fulfillment, customer service, conference logistics, or a related field.
3. Experience supporting large conferences, trade shows, scientific or professional association events, or complex sponsorship programs. (Preferred)
4. Experience coordinating with venues, general service contractors, production vendors, registration partners, or audiovisual providers. (Preferred)
5. Experience working with international exhibitors, sponsors, customers, or vendors. (Preferred)

SKILLS AND ABILITIES

1. Demonstrated ability to manage detailed, deadline-driven work across multiple concurrent projects.
2. Strong written and verbal communication skills with a service-oriented approach to sponsors, exhibitors, vendors, and colleagues.
3. Strong organizational skills, proficiency with Microsoft Office applications, and careful attention to detail, accuracy, follow-through, and documentation.
4. Ability to interpret agreements, requirements, timelines, and operational data; learn event and project-tracking systems; exercise
5. Ability to travel to OFC and assigned Optica events.
6. Availability for extended hours, early mornings, evenings, or weekends during peak deadlines and on-site event periods.
7. Ability to work effectively in a fast-paced environment with overlapping event cycles and changing priorities.
8. Ability to perform standard event-office duties and move through conference and exhibit spaces for extended periods, with or without reasonable accommodation.

Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, age, sex, national origin, pregnancy, disability, religion, marital status, veteran's status, personal appearance, political affiliation, sexual orientation, family responsibilities, matriculation or any other basis prohibited by law.