Overlay Project Lead

Rugby World Cup Limited; Sydney; Hybrid; AUD 120,000 - 160,000; Full time

Benefits offered by this job

Hybrid work model

CBD Sydney HQ location

Wellbeing initiatives

On-site facilities

Job summary

Rugby World Cup Australia is seeking an organised Overlay Project Lead based in Sydney to coordinate temporary infrastructure and venue overlay solutions across match venues and team bases for the 2027 tournament.

Reporting to the Senior Overlay Manager, you will lead planning, site assessments, design development, installation and operational readiness, working with venues, suppliers and contractors in a fast-paced major-event environment.

Qualifications

• 2+ years in event operations/venue overlay projects.
• Experience coordinating with multiple stakeholders and suppliers.
• Strong stakeholder management and communication.
• Ability to read venue layouts and technical drawings.
• Strong project coordination, timelines, risks and reporting.
• Proactive, flexible, able to travel outside hours.

Responsibilities

• Coordinate planning and delivery of overlay/infrastructure across Team Base venues.
• Lead site inspections and readiness reviews for each venue.
• Partner with IOMC, venue reps and suppliers for design and execution.
• Review venue layouts, drawings and technical plans for accuracy.
• Monitor scope, schedules, budgets, risks, supplier deliverables; escalate as needed.
• Manage overlay operational activities: reporting, onboarding, travel logistics, meetings.

Skills

Stakeholder management

Project coordination

Attention to detail

Verbal & written communication

Scheduling & budgeting

Job description

Closing date for applications is 4th November 2026

Full-time Fixed Term Contract starting February 2027 until November 2027

Location: Sydney (Gadigal), Australia

Rugby World Cup Australia (RWCA) is proud to deliver one of the world’s most iconic sporting events — Men’s Rugby World Cup 2027. More than a tournament, it’s a celebration of Rugby’s spirit, Australia’s culture, and the power of sport to unite and inspire communities around the world.

Rugby World Cup Australia 2027 is seeking a highly organised and proactive Overlay Project Lead to support the delivery of one of the world's largest sporting events. Reporting to the Senior Overlay Manager and based in our Sydney CBD office, you will play a key role in coordinating the planning, design and delivery of temporary infrastructure and venue overlay solutions across Match Venues and Team Bases throughout the tournament footprint. Working within the Tournament Operations team, you will help ensure each site is operationally ready and delivered in line with tournament objectives, venue requirements and project milestones.

This is a hands‑on project coordination role supporting the full overlay lifecycle, from site assessments, planning and design development through to installation, operational readiness and decommissioning. Working closely with internal Functional Areas, venue representatives, consultants, contractors and suppliers, you will coordinate project activities, review venue plans and technical drawings, manage schedules and support delivery across multiple venues and workstreams. Success in this role will come from your ability to build strong stakeholder relationships, maintain accurate project documentation, balance competing priorities and deliver practical solutions in a fast‑paced, complex major event environment.

Key responsibilities include but are not limited to:

• Coordinate the planning and delivery of overlay and temporary infrastructure requirements across assigned Team Base venues, ensuring alignment with tournament objectives and operational needs.
• Lead site inspections, scoping activities and operational readiness reviews to identify requirements, constraints and delivery solutions for each venue.
• Partner with the Insourced Overlay Managing Contractor (IOMC), venue representatives and suppliers to support design development, implementation planning and project execution.
• Review and maintain venue layouts, operational drawings, technical plans and mapping documentation, ensuring accuracy, consistency and stakeholder alignment.
• Monitor project scope, schedules, budgets, risks and supplier deliverables, escalating issues where required and supporting effective project governance.
• Manage overlay operational support activities including project reporting, action tracking, accreditation coordination, workforce onboarding, travel logistics and stakeholder meeting administration.

Qualifications & Experience

• Minimum 2 years’ experience in event operations, venue overlay delivery, infrastructure projects or similarly complex operational environments, with the ability to successfully manage competing priorities and multiple concurrent workstreams.
• Experience supporting the planning and delivery of venue, event or infrastructure projects involving multiple stakeholders, suppliers and operational partners.
• Strong stakeholder management skills, with the ability to build effective working relationships across functional areas, venues, contractors, consultants and service providers.
• Ability to interpret technical documentation, venue layouts, operational drawings, site plans and project schedules, with exceptional attention to detail and accuracy.
• Well-developed project coordination and organisational skills, including experience managing project timelines, deliverables, risks, reporting requirements and tracking tools.
• Strong administrative, written and verbal communication skills, with the ability to prepare reports, facilitate meetings and communicate effectively with a broad range of stakeholders.
• Proactive and solutions-focused, with proven problem‑solving capability, adaptability in fast‑paced environments and flexibility to travel and work outside standard business hours when required.

Why You’ll Love It Here

• Fixed-term contract offering unique exposure to the delivery of a world‑class sporting event.
• Flexible ways of working: Enjoy a hybrid work model with four days per week in the office (Monday to Thursday), transitioning to full‑time in the office as tournament delivery approaches.
• Prime CBD location: Work from our modern Sydney headquarters opposite Hyde Park, just a short walk from Town Hall Station and surrounded by great cafés, restaurants and public transport options.
• Wellbeing matters: Access weekly fresh fruit, wellbeing initiatives and regular Lunch & Learn sessions designed to support your personal and professional growth.
• Locker room ready: Take advantage of on‑site showers, fresh towels and premium Dyson hair tools to help you refresh and recharge throughout the day.
• A connected team culture: Join a collaborative and social workplace with regular team events, celebrations and weekly catch‑ups that recognise success and foster connection.
• Be part of something extraordinary: Play a key role in delivering the Men’s Rugby World Cup 2027, one of the world's largest sporting events, and help create a lasting legacy for rugby in Australia.

Australia’s hosting of the Rugby World Cup is a once‑in‑a‑generation opportunity to grow the game, celebrate our people and culture, and deliver lasting social and economic impact. At the heart of our mission is diversity, inclusion, and legacy ensuring Rugby’s growth benefits all and inspires a new generation of players, fans, and communities. Join us in shaping an unforgettable celebration of Rugby, culture, and community.

In setting expectations, there will be a two‑stage interview process in the Sydney office.

All applicants need to be able to obtain their own unlimited working rights in Australia.

We do not accept unsolicited CVs from recruitment agencies and no fees will be payable.

Rugby World Cup Australia is committed to building a diverse workforce and therefore strongly encourages applications from underrepresented groups. We are committed to equality and inclusion and welcome applications from all individuals, regardless of their background and are happy to provide reasonable accommodations during the recruitment process. We strive to be a diverse and inclusive workplace, which reflects the global sport we want to be and where everyone can be themselves and feel they belong.