Project Co-Ordinator, Events

About the Role:

Fuse is seeking an ambitious Project Co-Ordinator to support a team delivering services at the Rugby World cup Australia 2027, for our client Asahi Super Dry Lay’s (. The role would report to a Project Director.

The Project Co-Ordinator will provide administrative support to both the Project Director and the wider project, being part of a team who will be delivering all ticketing, hospitality, guest programme & operations elements for Asahi across all 52 matches at Rugby World Cup Australia 2027.

The successful candidate will have a strong administration and project management skills, will have a positive & flexible can-do attitude and an eagerness to learn.   This role will be involved in all aspects of the project, therefore it is an excellent opportunity for someone to come in and develop whilst working on a global major event.

Responsibilities will include, but are not limited to:

Event Planning / Team Administration / Project Management 

• Close liaison with Project Director to ensure the smooth delivery of the project and meeting of client KPIs 
• Creation, on-going management, and circulation of project management tools including project plans, status documents related to the project
• Responsible for the project plan, focusing on upcoming deadlines and ensuring relevant project team members are aware and on track.
• Offering administrative support to the Project Director to ensure the smooth planning and delivery of a multi-day guest programme for approximately 200-600 guests at approximately six matches at Rugby World Cup Australia 2027
• Establishing and maintaining strong working relationships with key stakeholders, suppliers and internal workstream leads.
• Supporting in the creation and management of key project documents including meeting agendas, project plan and client status documents.
• Creation of client presentations and preparation of client documents, as necessary
• Joining weekly key client and internal meetings, taking notes and circulating them to relevant parties.

Agenda creation and minute taking.

• Support with Fuse team member onboarding to the project, coordinating diaries as required.
• Support with the collation of key pre-event team departure information.
• Joining weekly internal Project Director meeting and circulating key notes to Project Director, as required.
• Meeting room and desk bookings
• Support with requesting, collating and sharing Health & Safety documentation to appointed supplier for review.

Event Planning - Project Finance  

• Supervision of project finance queries including raising and management of supplier purchase orders, payment terms, foreign exchange rates and VAT handling.
• Overseeing the supplier onboarding alongside internal finance dept.
• Management and tracking of internal team expenses, inputting into master event budget as required and monitoring
• Work code management relating to which costs
• Reconciliation – ongoing, checking job reports, updating budget accordingly
• Managing supplier payments, making sure suppliers are paid on time, chasing urgent payments, forecasting and expecting when payments are due, supplier payment breakdowns

 Event Planning - Team Operations

• Support with site visit logistics, as and when necessary.
• Pre-event planning for Fuse team office and project team hotel, alongside Director of Workforce & Operations and Project Director.
• Support with the planning of Fuse team travel and per diem allocations, as required.
• Providing support with other ad hoc projects and events as requested by the Project Director.
• Sourcing and management of event radios (for use during stadium operations).
• Visa tracking
• Printers, radios
• Event schedule, event manual set up/ templates
• Staff uniform and distribution for internal and local staff, purchasing
• Staff training venue at Marriot M, presentations etc, working with Elevate (hotel and events), Airport (transport company)

Rights Consultancy

• Supporting production of documents  
• Call minutes, circulating notes and tracking of actions  
• Owning the approvals workflow, being a trusted advisor when it comes to guidelines and client toolkits to ensure campaigns are executed successfully and on time  
• Creation, on-going management and circulation of project management tools including project plans, status documents, meeting minutes etc  
• Take responsibility for accurately tracking and managing the fulfilment of sponsorship assets, ensuring assets are being utilised efficiently and performing effectively  
• Assist in the development of process improvements and best practices for asset and potentially talent management 
• Prepare comprehensive client reporting, with the view of providing recommendations for continuous improvement, be able to confidently present this to clients  
• Work cross-functionally with internal teams and external agency partners to ensure smooth operations 
• Account administration, ensure shared platforms are maintained to a high standard with key documents being saved / filed appropriately
• Knowledge of and willingness to keep on top of the sponsorship landscape to provide best practice and recommendations 

Event Delivery 

• Provide operational on-site support for all operational on-site days to oversee the delivery of the guest programme(s
• Support with (local staff) training event including distribution of uniform

 Post Event

• Support Project Director with budget reconciliation (cost & income)

 Misc

• Assisting with other ad hoc projects and events as requested by the Project Director

Desired Skills & Experience

• Experience in account management and sport sponsorship is desired   
• Excellent project management and multitasking skills, with the ability work under pressure  
• Enthusiastic, self-motivated and proactive 
• Be able to anticipate team and clients’ needs to find ways to add value and be solutions orientated  
• Presentation skills (verbal and written), internally and to clients / external parties   
• Exceptional client servicing and communication skills (verbal and written) 
• Excellent attention to detail and rigor 
• Confident in liaising with multiple stakeholders, personable and able to build strong professional relationships 
• Ability to work in a fast paced, high-pressure environment, including working across various time zones and international travel  

You need to have the ability & willingness to work flexibly, usually in the London office, with occasional international travel, on-site at events and some weekend work.  

This is a full-time role & you must be eligible to work in the UK, with periods of travel to Australia.

Fuse job descriptions are not intended to be restrictive and are a guideline to the duties in this role. 

We are committed to providing comprehensive training & development plans for all team members. 

 

About the Agency:

Culturally Connected, Seriously Effective. 

A global agency with local expertise, connecting brands to the things that matter most to their audiences in culture through partnerships in sport, music, film & television, gaming & esports.  These connections make our clients more memorable - the key to unlocking effectiveness. 

Powered by Omnicom Media Group, we bring an extra edge to strategy, execution, and measurement. 

Our work has won numerous awards, and the industry frequently recognises our people as top performers in their field. We place great importance on trusted relationships, sound moral judgement, and strong governance, all delivered through transparent processes. 

We have a fantastic team of 120 in our London HQ and 300 more across offices worldwide, working with incredible clients, including PepsiCo, Vodafone, Nissan, British Gas, Renault, Enterprise Rent-A-Car, McDonald’s, and Just Eat Takeaway.com. 

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