Operations and Logistics Coordinator

Job Summary 

Operations & Logistics Coordinators collaborate with event planners through planning, administrative tracking, data management, and quality control for client meetings and events as well as managing internal operations and accounting tasks that require strong attention to detail for managing and organizing data. 

Essential Job Functions (What you'll do): 

• Independently coordinate logistics and operational activities for federal client meetings, conferences, trainings, and events conducted in virtual, hybrid, and in-person environments.  

• Analyze and resolve operational, scheduling, participant, vendor, and logistical issues to ensure successful event execution and client satisfaction.  

• Serve as a primary point of coordination and communication with meeting participants, speakers, vendors, and internal stakeholders regarding event logistics, reimbursements, Honoria, and compliance matters.  

• Interpret and apply Federal Travel Regulations (FTR), agency travel guidance, and client-specific meeting policies to support compliant meeting planning and reimbursement processes.  

• Support development and implementation of workflow improvements, operational efficiencies, quality control measures, and standardized procedures related to meeting logistics and internal operations.  

• Monitor project timelines, proactively identify risks or process gaps, and independently recommend and implement solutions to support operational effectiveness.  

• Coordinate vendor onboarding and documentation processes, including collection and review of W-9s, ACH information, and related compliance documentation while ensuring accuracy and data integrity across systems.  

• Collaborate with accounting and operations personnel regarding vendor payments, honoraria, reimbursements, reconciliations, and financial tracking activities.  

• Conduct periodic reconciliation and quality assurance reviews of vendor, participant, and operational data to ensure completeness, accuracy, and compliance with organizational standards.  

• Produce reports, documentation, and operational tracking materials to support project management, financial workflows, compliance activities, and leadership decision-making.  

• Maintain organized records and documentation in accordance with company procedures, client requirements, and applicable federal regulations.  

• Exercise sound judgment, professionalism, discretion, and strong attention to detail while managing multiple priorities and deadlines in a fast-paced client services environment.  

Specifications/Qualifications  

• Excellent organizational skills with the ability to multi-task, prioritize and work independently.    

• A positive, solutions-oriented attitude, adaptable to various challenges and tasks.   

Education and Experience Required 

• Bachelor's degree in related field   

• Minimum of 3 years of full-time work in logistics  

• Experience with federal government regulations and procedures  

Knowledge, Skills, and Abilities Required 

• Demonstrated ability to independently manage operational logistics and coordinate multiple concurrent priorities and deadlines. 

• Strong analytical and problem-solving skills with the ability to identify operational challenges and recommend practical solutions. 

• Professional knowledge of federal government meeting planning, Federal Travel Regulations, reimbursement procedures, and event logistics coordination. 

• Ability to communicate effectively and professionally with federal clients, vendors, meeting participants, and internal stakeholders. 

• Experience developing or improving workflows, procedures, and operational processes. 

• Strong organizational skills and attention to detail with demonstrated ability to exercise sound independent judgment. 

• Proficiency in Microsoft Office applications, database systems, virtual meeting platforms, and Docusign. 

Core Values 

All employees are expected to uphold these values in their everyday work and interactions with colleagues and clients: 

• Illuminate new ideas 

• Serve the big purpose 

• Communicate with understanding 

• Commit to quality 

• Own your part 

• Embrace inclusivity 

Lumina Corps is an equal opportunity employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.