Description
The Registration Coordinator is responsible for overseeing registration operations for a portfolio of in-person and virtual events. This role serves as a subject-matter expert in event registration systems, oversees complex registration workflows, and partners cross-functionally to deliver a seamless and compliant registration experience.
The ideal candidate is detail-oriented, technically proficient, proactive, and comfortable owning multiple events from planning through post-event reconciliation.
Key Responsibilities
Registration Operations
Manage registration setup, testing, launch, and maintenance for assigned events using Cvent and integrated systems.
Configure and manage data flow between Cvent and NetForum, ensuring accuracy and compliance.
Maintain registration timelines, enforce standard operating procedures, and resolve complex issues proactively.
Manage registration workflows in collaboration with internal partners.
Configure and manage Visa Letter of Invitation processes within Cvent post-registration.
For organization’s large conference, under Registration Director’s leadership, support registration operations and onsite activities, as needed.
Set up and maintain registration paths for all assigned meetings in event management software, Cvent.
Set up events in Optica Membership Database, NetForum, to create links for data flow between membership database and event management software, Cvent.
Maintain a complete understanding of all registration processes and systems including specific nuances among them. Include event-specific nuances in all registration builds.
Adhere to standard operating procedures and policies, particularly registration launch dates and timelines.
Lead internal testing of online registration, including collecting feedback from key internal contacts.
Populate event websites with registration information and rates.
Serve as primary contact to Optica customer service team, finance, and other internal clients for registration related questions and issues for assigned events and meetings.
Using templates, support the dissemination of information to registrants, including all post-registration email communications
Ensure certificates of attendance are issued to event participants in a timely manner after each meeting.
Proactively manage speaker registration, with direct outreach to these various groups.
Ensure supply of registrationrelated materials needed for each meeting is available.
Prepare checklists and oversee the preparation and shipping for onsite supplies, badges, badge holders, extra badge stock, registration materials, etc.
Complete timely postevent registration financial reconciliation, with input from Optica Finance Department and meeting managers.
Database Management
Review daily issue reports and reconcile any errors/omissions in the registration data with the organization’s Finance and IT department as appropriate.
Troubleshoot issues, for both internal departments, such as IT and Finance, and external customers.
Continuously evaluate, measure, and improve registration processes, procedures and documentation.
Reporting & Integration
Under the direction of the Director, Event Registration, reconcile income with finance department during and after each event by predetermined deadlines.
Provide ad hoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales), as well as preshow and postshow meetings.
Cross-Functional Collaboration
Partner with Finance, IT, Marketing, Programming, Exhibit Operations, Sales, Public Relations, and Legal to support registration needs.
Submit required registration-related compliance reports to General Counsel.
Serve as the primary registration point of contact for assigned events.
Customer Service & Reporting
Provide high-quality customer service and act as an escalation point for registration inquiries.
Manage a shared registration inbox and ensure timely responses.
Reconcile registration revenue with Finance and provide ad hoc and standard reports to support event planning and analysis.
Operational Oversight & Leadership
Manage registration materials and supplies for all organizational events, ensuring readiness for concurrent meetings.
Present registration updates at kick-off, check-in, pre-conference, and post-conference meetings.
Act as a resource to department members on registration-related activities, and contribute to continuous process improvement initiatives.
Qualifications
Bachelor’s degree required.
1–3 years of experience in meetings, events, or registration operations.
Experience with registration and membership databases preferred (especially Cvent).
Strong organizational, analytical, and problem-solving skills.
Excellent written and verbal communication skills.
Ability to prioritize and manage multiple projects independently in a fast-paced environment.
Willingness to work evenings/weekends as required by event schedules.
Experience with Microsoft Office
Ability to work both independently and as a team player (using discretion in decision making and sound judgment in problem solving)
Strong followup and time management skills
Positive attitude and selfmotivation
Evening/weekend/nontraditional work hours will be required at various times throughout the year
Why Join Us
Help shape registration operations for a diverse, global event portfolio
Work cross-functionally with senior stakeholders and specialized teams
Opportunity for organization-funded furthering education
Grow as a technical and operational expert in event registration systems
Make a visible impact on attendee experience and organizational efficiency
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.
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