Tournament Planning Coordinator

Rugby World Cup Limited; Sydney; Hybrid; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Rugby World Cup Australia is seeking a Tournament Planning Coordinator based in our Sydney CBD office to support the planning, coordination and readiness of key operational functions for Rugby World Cup 2027.

Reporting to the Senior C3 and Program Manager, you will work across the Main Operations Centre planning, stakeholder engagement and milestone tracking, helping ensure teams and services are prepared for delivery. This is a fixed-term, full-time role with hybrid work and travel as required.

Qualifications

• 2 years experience in event, project, or operations coordination.
• Strong organizational and documentation skills, with attention to detail.
• Excellent communication and stakeholder management skills.
• Advanced Microsoft Office skills; knowledge of WeTrack or Domo is advantageous.
• Willingness to travel and work outside standard hours.

Responsibilities

• Coordinate the Tournament Observer Program, managing participant logistics, communications, itineraries, stakeholder engagement and tournament-time delivery.
• Coordinate the planning, readiness and delivery of key tournament operations, ensuring milestones, actions and deliverables are tracked and achieved.
• Support the planning and day-to-day operation of the Main Operations Centre (MOC), managing logistics, facilities, access requirements, workplace services and operational support.
• Partner with Functional Areas to develop, maintain and integrate tournament-time Command, Control and Coordination (C3) plans, processes and operational frameworks.
• Facilitate planning workshops, readiness exercises and stakeholder meetings, supporting operational preparedness across venues, cities and tournament functions.
• Develop and maintain planning documentation, reports, presentations and operational materials, while supporting Team Welcome Ceremonies and other tournament-wide projects as required.

Skills

Communication

Stakeholder management

Organization

Attention to detail

Tools

Microsoft Office

PowerPoint

Excel

Word

Outlook

WeTrack

Domo

Job description

Closing date for applications is 18th October 2026

Full time Fixed Term Contract start 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 — the 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 is seeking a Tournament Planning Coordinator to help deliver one of the world's most anticipated sporting events. Based in our Sydney CBD office and reporting to the Senior C3 and Program Manager, this role sits at the heart of tournament operations, supporting the planning, coordination and readiness of key operational functions across Rugby World Cup 2027. Working across Main Operations Centre (MOC) planning, tournament readiness activities, Functional Area operational planning and the Tournament Observer Program, you will play a vital role in ensuring teams, stakeholders and critical services are prepared for successful tournament delivery.

This is a dynamic, hands-on opportunity for a highly organised coordinator who thrives in fast-paced environments and enjoys working across multiple projects and stakeholder groups. You'll support planning workshops, maintain operational documentation, coordinate key logistics and readiness activities, and help deliver programs that contribute to the success of a global sporting event. Offering exposure across the entire tournament footprint, this role provides a unique opportunity to build valuable experience, develop strong operational expertise and make a meaningful impact on the delivery of Rugby World Cup 2027.

Key responsibilities include but are not limited to:

• Coordinate the Tournament Observer Program, managing participant logistics, communications, itineraries, stakeholder engagement and tournament-time delivery.
• Coordinate the planning, readiness and delivery of key tournament operations, ensuring milestones, actions and deliverables are tracked and achieved.
• Support the planning and day-to-day operation of the Main Operations Centre (MOC), managing logistics, facilities, access requirements, workplace services and operational support.
• Partner with Functional Areas to develop, maintain and integrate tournament-time Command, Control and Coordination (C3) plans, processes and operational frameworks.
• Facilitate planning workshops, readiness exercises and stakeholder meetings, supporting operational preparedness across venues, cities and tournament functions.
• Develop and maintain planning documentation, reports, presentations and operational materials, while supporting Team Welcome Ceremonies and other tournament-wide projects as required.

Qualifications & Experience

• 2 years experience in event, project, or operations coordination, or a related role, with demonstrated ability to manage multiple workstreams, competing priorities, and deadlines.
• Strong organisational, administrative and documentation skills, with exceptional attention to detail and the ability to produce high-quality reports, presentations and planning materials.
• Excellent communication and stakeholder management skills, with the confidence to build relationships and collaborate effectively across diverse teams and organisational levels.
• Advanced Microsoft Office capabilities, particularly in PowerPoint, Excel, Word and Outlook; experience with WeTrack, Domo or similar planning and reporting systems is advantageous.
• Proactive, adaptable and resilient, with a positive, can-do attitude and the ability to thrive in a fast-paced and evolving environment.
• Experience supporting complex programs, projects or major events is preferred, along with a strong customer-service mindset and a genuine interest in delivering exceptional operational outcomes.
• Flexibility to travel and work outside of standard business hours including evenings and weekends during event periods.

We offer:

• 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.

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

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.