Systems & Data Administrator

Rugby World Cup Australia 2027 is seeking a highly organised and motivated Systems & Data Administrator – TMS to support the administration and ongoing support of the Tournament Management System (TMS), a suite of critical applications underpinning tournament operations including accreditation, accommodation, transport, workforce, media and reporting. The role sits within the Tournament Technology Services team, reports to the TMS Service Manager, and works closely with World Rugby, WIZ-Team, technology partners and stakeholders across multiple Functional Areas. It is suited to an early-career systems professional seeking hands-on experience with enterprise technology platforms while contributing to the planning and delivery of a global sporting event.

• Assist in tracking the administration and maintenance of the Tournament Management System (TMS), including user access, roles, permissions, reference data, communication templates and reporting structures across multiple tournament applications.
• Assist in administering and maintaining controlled documentation, ensuring version history, document ownership, process maps, user guides, training materials, decision logs and operational artefacts remain accurate, accessible and audit-ready.
• Support Functional Areas with data management activities, including data preparation, imports, validation, mapping, quality assurance and ongoing maintenance of data standards, naming conventions and reference data.
• Coordinate configuration governance and change control processes by maintaining configuration registers, approvals, release records and traceability between pre-production and production environments.
• Maintain governance, reporting and delivery records across platforms including Smartsheet, WeTrack, Jira, SharePoint and Microsoft 365, producing status updates and evidence to support readiness reviews, audits and key decision-making.
• Support testing, user acceptance testing (UAT), training and operational readiness activities by administering test scenarios, defect logs, sign-off documentation, onboarding resources and go-live preparation materials.
• Drive process improvement through the responsible use of AI and automation tools, developing reusable templates, prompts and workflows that enhance document control, reporting, knowledge management and team efficiency while ensuring privacy, governance and quality standards are maintained.

• Minimum 2 years' experience in systems administration, data administration, information management, configuration control, records management or a similar technology-focused operational role.
• Strong understanding of data quality, data structures, reference data, reporting processes and controlled change management within SaaS, technology or enterprise application environments.
• Experience maintaining controlled documentation, registers, process materials, governance records, evidence repositories and version-controlled artefacts with a high level of accuracy and attention to detail.
• Proficiency with Microsoft 365 applications, including Excel, Word, PowerPoint, Teams and SharePoint.
• Demonstrated knowledge of system configuration, testing, UAT, issue tracking, training content development and production release processes, supporting operational readiness and continuous improvement.
• Practical understanding of AI tools, automation platforms and prompting techniques, with the ability to apply them responsibly while maintaining privacy, security, access control and data integrity standards.
• Excellent communication and stakeholder engagement skills, with the ability to build effective relationships across business users, vendors and technology teams, work independently in a fast-paced environment and translate technical concepts into clear operational guidance.
• Flexibility to travel and work outside of standard business hours to support the successful delivery of the tournament.
• Ability to obtain unlimited working rights in Australia independently.

• Experience with Smartsheet, WeTrack, Jira, Power BI or similar workflow and reporting platforms is highly regarded.

• 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.
• Modern Sydney CBD headquarters opposite Hyde Park, a short walk from Town Hall Station and surrounded by cafés, restaurants and public transport options.

• Fixed-term contract offering unique exposure to the delivery of a world-class sporting event.
• Weekly fresh fruit, wellbeing initiatives and regular Lunch & Learn sessions designed to support personal and professional growth.
• On-site showers, fresh towels and premium Dyson hair tools available for use during the day.
• Collaborative and social workplace culture with regular team events, celebrations and weekly catch-ups that recognise success and foster connection.
• Opportunity to play a key role in delivering the Men's Rugby World Cup 2027 and help create a lasting legacy for rugby in Australia.