Projects Administration Coordinator

About MATCH Hospitality

At MATCH Hospitality we design and deliver the best hospitality programmes at the most sought-after sports events in the world, including the FIFA World Cup™, AFC Asian Cup™, Nitto ATP World Finals, and Formula 1®. We are the industry leader in the production, management and sales of commercial hospitality programmes and deliver maximum exposure for our event partners via a well-established and comprehensive global sales agent network, in addition to our in-house direct sales team.

Role Summary

Provide comprehensive administrative support to the Hospitality Projects Director and senior team across multiple hospitality projects and business development initiatives. Responsibilities include coordinating meetings, preparing documentation, managing budgets, monitoring timelines, and ensuring smooth communication across departments and external stakeholders. This position is offered on a temporary basis and will be available until May 2027.

Key Responsibilities

Project Administration & Management

• Track key timelines, milestones, and deliverables, ensuring progress and deadlines are met.
• Maintain project plans, risk and issue registers, and other central management documents.
• Prepare presentations and documentation for project meetings and accurately record minutes.
• Build and maintain professional relationships with service providers, event stakeholders, and government authorities.

Finance

• Assist in preparing financial proposals and in developing, monitoring, and reporting on project budgets.
• Review budget submissions for accuracy, perform checks on formulas/formatting, and support procurement and finance teams with budget tracking and reconciliation.
• Help create post-event financial reports and supporting graphics.

Information Sharing & Event Coordination

• Serve as the central contact for match-day information, guest numbers, special requests, late sales, and seating plans.
• Oversee administration of systems for client requests and post-sale guest allocation data, ensuring accurate match-day guest lists.

Knowledge Transfer & Reporting

• Create visual reports (graphs, pivot tables, Power BI) to present project data.
• Support project debriefs and contribute to strategies for improving administrative processes.
• Maintain files, databases, finance calendars, and other key budget-related documents.

Business Development

• Conduct preliminary market research and competitor analysis to support strategic planning.
• Maintain business development databases and metrics.
• Prepare, review, and edit proposals, pitches, and presentations, ensuring professional and visually appealing content.
• Capture event photo and video content for future marketing and knowledge transfer.

Office Administration & HR Support

• Organize and schedule internal/external meetings and social events; manage formal correspondence and shared folder systems.
• Support recruitment by advertising roles, screening candidates, and assisting with B2B contracting, relocations, visas, flights, and documentation.
• Review and reconcile post-business-travel expenses for team members and maintain a collaborative team culture.

Operational Readiness

• Help design and deliver training workshops to share information and promote collaboration.
• Assist with preparing operational plans, policies, and daily run sheets for event operations.
• Coordinate distribution of operational materials such as signage, manuals, and tech equipment across venues.

Requirements

• Minimum 3 years’ administration experience in events, sports, or entertainment.
• Proven ability to manage multiple projects and work under pressure.
• Experience with contracts, budgets, and financial tracking.
• Advanced MS Office (especially Excel) and cloud-based tools; skilled in PowerPoint and Canva.