{"id":1671707,"url":"https://alion.io/job/optica-operations-logistics-coordinator","title":"Operations Logistics Coordinator","company":{"id":44114,"name":"Optica","domain":"optica.org","url":"https://alion.io/company/optica","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":"workinoptics.com","ats_vendor":null,"truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Washington, United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":{"min":57500,"max":62500,"currency":"USD","period":"year","gross":null,"usd_annual":62500},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-09-29T12:06:46Z","employer_posted_date":"2026-09-29","last_verified_at":"2026-09-29T12:06:46Z","board_verified":false,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"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.\nPRIMARY RESPONSIBILITIES\n1. Sponsorship Fulfillment Management\nManage fulfillment for 185 plus sponsors and 705 plus deliverables across OFC and Optica events.\nServe as the day-to-day operational contact for sponsors, requesting missing assets, communicating requirements, providing reminders, and monitoring deadlines.\nReview submitted assets for accuracy, required format, brand compliance, and production readiness.\nCoordinate graphics, production, signage, digital placements, and other deliverables with internal teams, venues, and external vendors.\nTrack approvals and fulfillment status, escalate late or incomplete submissions, and prepare internal status reports.\nMaintain proactive, high-touch communication with sponsors throughout overlapping, year-round fulfillment cycles.\n2. Operational Tracking and Reporting\nMaintain accurate tracking systems for sponsorship deliverables, exhibitor requirements, meeting-room activity, deadlines, approvals, and fulfillment status.\nVerify completion and contractual compliance across both event portfolios and resolve discrepancies before they affect production or customer delivery.\nPrepare weekly reports and operational updates for Sales, Marketing, Meetings, Registration, Exhibit Operations, and Optica event teams.\nMaintain complete and current operational records across multiple simultaneous event cycles.\n3. Exhibitor Support and Customer Service\nProvide timely, professional support to more than 850 exhibitors across the combined portfolio.\nRespond to questions involving logistics, registration, housing, deadlines, policies, event services, and on-site requirements.\nCoordinate issue resolution with internal teams, venues, and vendors, including inquiries requiring multi-department follow-through.\nMaintain same-day response expectations during peak periods whenever feasible and escalate urgent or complex matters appropriately.\nDeliver consistent service across overlapping event timelines to support exhibitor satisfaction, retention, and renewal.\n4. Meeting Room and Event Logistics\nReview and process meeting-room requests, assignments, schedules, and modifications for OFC and Optica events.\nCoordinate room setup, audiovisual, signage, and related requirements with exhibitors, venues, vendors, and the Meetings team.\nResolve scheduling conflicts and communicate changes promptly to all affected stakeholders.\nPartner with the Meetings Coordinator to support approximately 900 OFC rental hours and multi-event Optica room needs.\n5. Weekly Exhibitor and Vendor Updates\nCollect, validate, and consolidate current exhibitor, sponsor, vendor, and room-assignment information.\nDistribute clear weekly operational updates and deadline reminders to appropriate internal and external stakeholders.\nEnsure teams have accurate information for planning, production, registration, and on-site execution.\nTrack changes and confirm that updates are reflected consistently across working systems and stakeholder communications.\n6. Cross Functional Coordination and On-Site Support\nCoordinate daily with Sales, Marketing, Meetings, Registration, Exhibit Operations, venues, vendors, and Optica event teams.\nAlign handoffs, deadlines, sponsorship assets, signage, event guides, room requirements, and fulfillment plans across both portfolios.\nIdentify operational risks early, recommend solutions, and escalate issues that could affect contractual commitments, customer experience, or revenue.\nSupport on-site event execution, including issue resolution and sponsor and exhibitor needs, as assigned.\nContribute to process improvements that strengthen accuracy, consistency, reporting, and customer service\nEDUCATION AND EXPERIENCE\nBachelor's degree required.\n2-5 years experience in event operations, exhibit management, sponsorship fulfillment, customer service, conference logistics, or a related field.\nExperience supporting large conferences, trade shows, scientific or professional association events, or complex sponsorship programs. (Preferred)\nExperience coordinating with venues, general service contractors, production vendors, registration partners, or audiovisual providers. (Preferred)\nExperience working with international exhibitors, sponsors, customers, or vendors. (Preferred)\nSKILLS AND ABILITIES\nDemonstrated ability to manage detailed, deadline-driven work across multiple concurrent projects.\nStrong written and verbal communication skills with a service-oriented approach to sponsors, exhibitors, vendors, and colleagues.\nStrong organizational skills, proficiency with Microsoft Office applications, and careful attention to detail, accuracy, follow-through, and documentation.\nAbility to interpret agreements, requirements, timelines, and operational data; learn event and project-tracking systems; exercise\nAbility to travel to OFC and assigned Optica events.\nAvailability for extended hours, early mornings, evenings, or weekends during peak deadlines and on-site event periods.\nAbility to work effectively in a fast-paced environment with overlapping event cycles and changing priorities.\nAbility to perform standard event-office duties and move through conference and exhibit spaces for extended periods, with or without reasonable accommodation.","description_format":"text","description_chars":5797,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Logistics","Freight Forwarding","Telecommunications","Optical Communications"],"lifecycle":[{"event":"open","at":"2026-10-02T06:58:40Z"}],"visa":[],"liveness":{"score":85,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.85,"p_room":1,"age_days":5,"expected_fill_days":21,"reasons":["seen:5","win:early","comp:junior"],"computed_at":"2026-10-05T05:45:15Z"},"pay":{"stated_usd_annual":62500,"is_top_pay":true},"html_url":"https://alion.io/job/optica-operations-logistics-coordinator","json_url":"https://alion.io/job/optica-operations-logistics-coordinator.json","meta":{"generated_at":"2026-10-06T03:16:32Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":4814,"day_limit":5000,"remaining_today":186,"minute_limit":60,"resets_at":"2026-10-07T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":44114},"rest":"https://alion.io/mcp/rest/get_company?id=44114"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Foptica-operations-logistics-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Foptica-operations-logistics-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Foptica-operations-logistics-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/optica-operations-logistics-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Foptica-operations-logistics-coordinator"}]}