Registration Coordinator

Optica • Washington, DC

1d • $52,500 - $57,750

About The Position

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.

Requirements

• 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 follow-up and time management skills
• Positive attitude and self-motivation
• Evening/weekend/non-traditional work hours will be required at various times throughout the year

Nice To Haves

• Experience with Cvent
• Experience with NetForum

Responsibilities

• 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.
• Support registration operations and onsite activities for the organization’s large conference, under Registration Director’s leadership, 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.
• Support the dissemination of information to registrants, including all post-registration email communications using templates.
• 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 registration-related materials needed for each meeting is available.
• Prepare checklists and oversee the preparation and shipping for on-site supplies, badges, badge holders, extra badge stock, registration materials, etc.
• Complete timely post-event registration financial reconciliation, with input from Optica Finance Department and meeting managers.
• 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.
• Reconcile income with finance department during and after each event by pre-determined deadlines.
• Provide ad hoc reporting on registration data as needed for event planning purposes (e.g. Special Needs, ticket sales), as well as pre-show and post-show meetings.
• 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.
• 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.
• 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.

Benefits

• Organization-funded furthering education

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level