Accommodation Coordinator (Women's RWC England 2025 LOC)

DFL; Twickenham; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a dynamic team as an Accommodation Coordinator for the Women's Rugby World Cup 2025! This exciting role involves managing accommodation logistics across multiple host cities, ensuring smooth operations for guests and stakeholders. You'll provide essential administrative support, work closely with the Accommodation Manager, and contribute to a historic event celebrating women's rugby. If you're passionate about sports and thrive in a fast-paced environment, this is the perfect opportunity to make a meaningful impact in a collaborative and inclusive setting.

Qualifications

• Proficient in Microsoft Office, especially Excel and SharePoint.
• Excellent administrative skills with a focus on detail.

Responsibilities

• Ensure efficient administration of accommodation and support documentation updates.
• Manage the Accommodation inbox and respond to inquiries promptly.

Skills

Microsoft Office

SharePoint

Excel

Communication Skills

Attention to Detail

Job description

Accommodation Coordinator (Women’s RWC England 2025 LOC)

FIXED-TERM CONTRACT UNTIL OCTOBER 2025

BASED IN WEBB ELLIS HOUSE, TWICKENHAM

Women’s Rugby World Cup England 2025 (Women’s RWC 2025) will be the 10th edition of the women's tournament.World Rugby, in partnership with the Rugby Football Union (RFU) and UK Sport, have formed a Local Operating Company to plan and deliver the event.

Ambitions for the tournament are at an all-time high as women’s rugby is one of the fastest growing team sports in the world. Women’s RWC 2025 will be the ultimate stage for the best players, teams and coaches from 16 nations across the globe and is set to be the biggest and most widely watched women's rugby event ever. If you are interested in being a part of a tournament that will celebrate a generational moment for global rugby, apply today!

This position will support the delivery of the RWC 2025 accommodation programme. Collaborating closely with the Accommodation Manager and Accommodation Coordinator, the role will contribute to smooth operations across a variety of hotels within our 8 host cities. Key responsibilities include providing comprehensive administrative support, assisting with change management processes, and maintaining an organized system for all accommodation-related tasks.

The role will report directly into the Accommodation Manager and will require collaboration with the wider Tournament Services Team.

TASKS AND RESPONSIBILIITES

• Ensuring efficient administration of the Accommodation (FA) and provide support with documentation updating operational plans, hotel fact sheets, schedules and more.
• Answering the Accommodation hotline phone, providing accurate information and high level of service to external and internal stakeholders.
• Keeping the Accommodation inbox up to date and organized. Replying to enquiries with timely responses as necessary.
• Supporting with daily invoice checking, highlighting any adjustments to be made with accuracy.
• Supporting on invoice management, including raising PO’s, filing relevant documentation, ensuring payments are approved and paid on time.
• Communicating with hotels to ensure the smooth check-in and check-out of guests within our hotels.
• Supporting with daily briefings, tournament time reports and post-event reporting.
• Liaise with internal teams and our accommodation agency where required.
• Utilise the Tournament Management System (TMS) to support the team with inventory management and update rooming lists with attention to detail.
• Supporting on the operational planning associated with the delivery of ancillary services such as laundry, water, ice and isotonic drinks to hotels.

EXPERIENCE & KNOWLEDGE

Essential

• Proficient in working with Microsoft Office including SharePoint and Excel.
• Experience of working in a fast-paced environment, preferably in the events sector but not essential.
• Excellent administrative skills with a superior attention to detail
• Excellent communication and relationship building skills

Desirable

• Experience of working with hoteliers or venues
• Experience in a similar administrative role

PERSONAL ATTRIBUTES

• A passion for sport and to contribute to the further growth of the women’s game.
• Role-models World Rugby’s values of Discipline, Respect, Integrity, Passion, and Solidarity.
• A positive, ‘can-do’ attitude; someone who is resilient, flexible, curious, and delivery focused.
• Adept at working under pressure in a fast-paced environment, delivering work to deadlines and honouring commitments.
• A collaborative team player, who builds strong relationships with colleagues and a diverse range of stakeholders.
• Excellent planning and organisational skills, managing multiple workstreams at once; meticulous attention to detail.
• Can navigate ambiguity and cut through complexity, taking a logical and creative approach to problem-solving.

Diversity, Equity & Inclusion:

Women’s RWC 2025 LOC 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. 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.