Project Co-Ordinator in City of Westminster

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 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 strong administration and project management skills, a positive & flexible can-do attitude and eagerness to learn. This role involves all aspects of the project and provides an opportunity to develop while working on a global major event. This is a full-time position based in London with periods of travel to Australia as required, and occasional international travel. You must be eligible to work in the UK.

Responsibilities

• Close liaison with the Project Director to ensure smooth delivery of the project and meeting client KPIs.
• Creation, ongoing management, and circulation of project management tools including project plans and 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.
• Offer 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.
• Establish and maintain strong working relationships with key stakeholders, suppliers and internal workstream leads.
• Support 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.
• Join weekly key client and internal meetings, take notes and circulate 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.
• Join weekly internal Project Director meetings and circulate key notes to the Project Director as required.
• Meeting room and desk bookings.
• Support with requesting, collating and sharing Health & Safety documentation to appointed suppliers for review.
• Oversee project finance queries including raising and management of supplier purchase orders, payment terms, foreign exchange rates and VAT handling.
• Oversee supplier onboarding alongside internal finance department.
• Manage and track internal team expenses, inputting into master event budget and monitoring.
• Manage work codes relating to costs; reconciliation and updating budget accordingly.
• Manage supplier payments, ensuring timely payments and forecasting when payments are due; provide supplier payment breakdowns.
• Support site visit logistics as needed and pre-event planning for Fuse team office and project team hotel, alongside Directors.
• Assist with planning Fuse team travel and per diem allocations, as required.
• Provide 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 and event manual set up/templates.
• Staff uniform distribution and purchasing for internal and local staff; arrange staff training venue and materials in collaboration with external partners.
• Supporting production of documents, call minutes, circulating notes and tracking actions; owning approvals workflow to ensure campaigns are executed on time.
• Track and manage sponsorship assets, ensuring assets are utilized effectively; assist in developing process improvements and best practices for asset and talent management.
• Prepare comprehensive client reporting and present recommendations for continuous improvement; work cross-functionally with internal teams and external agency partners to ensure smooth operations.
• Account administration; ensure shared platforms are maintained with key documents saved/ filed appropriately; keep up-to-date knowledge of sponsorship landscape.
• Provide operational on-site support for all on-site days to oversee guest programme delivery; support team training events including distribution of uniforms and budget reconciliation.

Qualifications and experience

• Experience in account management and sport sponsorship is desired.
• Excellent project management and multitasking skills, with the ability to work under pressure.
• Enthusiastic, self-motivated and proactive.
• Ability to anticipate team and client needs and provide value with a solutions-oriented approach.
• Strong presentation, verbal and written communication skills; exceptional client servicing and relationship-building abilities.
• Excellent attention to detail and rigor; confident liaising with multiple stakeholders.
• Ability to work in a fast-paced, high-pressure environment, including cross time zones and international travel.
• Willingness to work flexibly, usually in the London office, with occasional international travel, on-site at events and some weekend work.

Company and working arrangements

This is a hybrid role with a London-based team and periodic travel to Australia. Our standard working hours are 9:30 - 17:30 with core hours 10:30 - 16:30 and flexible start/finish options. We encourage open conversations between employees and managers to support work-life balance and career development.