Operations Logistics Coordinator

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

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

2. Operational Tracking and Reporting

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

3. Exhibitor Support and Customer Service

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

4. Meeting Room and Event Logistics

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

5. Weekly Exhibitor and Vendor Updates

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

6. Cross Functional Coordination and On-Site Support

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

EDUCATION AND EXPERIENCE

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

SKILLS AND ABILITIES

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