Supervisor, Transport Project Management & Administration, FIFA World Cup 2026
- FIFA
- Miami, FL, USA
- 18 Nov, 2024
Full time
Administration
Leadership & Management
Job Description
The Supervisor, Transport Project Management & Administration plays a key role in supporting the smooth operation of the Event Transport and Arrivals/Departures departments. This role is responsible for managing daily administrative tasks, assisting with event coordination, and supporting the onboarding and integration of new team members. The ideal candidate will have foundational administrative experience and will assist in maintaining documentation, office supplies, and team communications. This role also provides support during tournament times by fulfilling responsibilities within the Transport Operations Center (TROC) and assisting managers with event-related tasks.
Reporting to the Manager, Transport Project Management the Supervisor will ensure that administrative staff, records, procurement, and departmental operations are effectively managed. This position also supports communication, event organization, and compliance with department policies and procedures.
Reporting to the Manager, Transport Project Management the Supervisor will ensure that administrative staff, records, procurement, and departmental operations are effectively managed. This position also supports communication, event organization, and compliance with department policies and procedures.
THE POSITION
The main responsibilities and oversights of the Supervisor, Transport Project Management & Administration for the FIFA World Cup 26™ include:
Office Management:
Office Management:
- Oversee daily administrative operations within the Event Transport & the Arrivals Departures FAs department, ensuring office systems, supplies, and processes are well-maintained.
- Manage office layouts, seating arrangements, and space allocations, coordinating any repairs or replacements of office equipment as needed.
- Collaborate with hiring managers and the wider team on desk ergonomics, ensuring that workspaces are comfortable and productive.
- Work closely with Event Transport and Arrivals/Departures hiring managers to coordinate desk allocations for new hires, ensuring workspaces are properly assigned and ready upon arrival.
Focal Point for HR, Office Facilities, and Onboarding:
- Serve as the central liaison for HR, office facilities, and other departments concerning onboarding, training, and office familiarization for new team members.
- Organize and facilitate Event Transport/Arrivals Departures focused onboarding process, ensuring smooth integration of new hires into the department.
- Create and deliver onboarding presentations and materials, including a New Starter Presentation and an Event Transport and Arrivals/Departures 101 introduction to familiarize new team members with department functions and responsibilities.
Record Keeping and Document Management:
- Oversee the maintenance of physical and electronic filing systems, ensuring all office records are accurate, organized, and secure.
- Manage document control processes, ensuring important documents comply with FIFA requirements and are easily accessible.
- Keep the Event Transport and Arrivals/Departures Organizational Charts current, ensuring any staffing changes, role updates, or team restructuring are reflected accurately and promptly.
- Take meeting notes and record action points, ensuring they are circulated to the relevant team members as needed and required to ensure follow-up and accountability.
Procurement and Inventory Management:
- Collaborating with Office Facilities FA, oversee the procurement of office supplies, materials, and equipment for the department, ensuring cost-effectiveness and quality control.
Event Planning and Coordination:
- Organize internal meetings, events, conferences, and staff functions, ensuring all logistics are well-coordinated and managed.
- Assist in coordinating travel arrangements, accommodations, and itineraries for employees, as required and needed.
- Be the Master of Fun for the Event Transport and Arrivals/Departures Functional Areas by arranging team functions and events that promote team bonding, collaboration, and a positive workplace atmosphere.
Budget and Expense Management:
- Monitor and track administrative expenditures to ensure alignment with budget limits.
- Prepare reports on office expenses, supplies, and overhead costs to support budget planning.
Project Management Support:
- Provide administrative support for department projects, including managing calendars, scheduling meetings, and tracking deadlines.
- Assist in managing project-related expenses and ensure timely submission of project deliverables.
Customer Service:
- Serve as the primary point of contact for internal and external inquiries, addressing administrative concerns and providing assistance as needed.
Tournament Time Responsibilities:
- Provide support to functional areas as required during operational periods of each tournament.
- Fulfill a role within the Transport Operations Center (TROC) during tournaments, assisting with operational management.
- Support the Senior Manager and Managers with tasks related to tournament operations, ensuring smooth execution of event-related transport functions.
Supporting Director of Event Transport and Arrivals/Departures:
- Provide day-to-day administrative support to the Director of Event Transport and Arrivals/Departures as needed, assisting with tasks, documentation, and coordination across the department to ensure efficient operations.
• Other duties as assigned to support the smooth functioning of the Event Transport and Arrivals Departures FAs.
YOUR PROFILE
• Associate’s Degree or Bachelor’s Degree in Business Administration, Office Management, or a related field. Equivalent work experience in administrative roles may be considered in lieu of a degree.
• Posses a valid driving license and passport.
• 1-2 years of experience in office administration, assisting with day-to-day operations, basic staff coordination, and general office support.
• Experience managing administrative tasks such as record-keeping, scheduling, and inventory management for office supplies.
• Exposure to handling communications and correspondence, demonstrating professionalism in both internal and external interactions.
• Proven ability to collaborate with different departments, offering support and ensuring smooth office operations.
• Strong communication skills: Able to handle routine correspondence, both verbal and written, in a professional manner. English proficiency is required, with any additional language skills (e.g., Spanish) considered an asset.
• Organizational skills: Ability to multitask and manage basic administrative duties, such as maintaining records, scheduling, and overseeing office supplies.
• Problem-solving skills: Capable of addressing minor office issues independently or escalating them when necessary.
• Teamwork and collaboration: Willingness to work with various departments and assist the administrative team as needed.
• Willingness to learn: Eagerness to develop leadership skills, with potential for growth into more senior administrative roles.
• Fluent in English. Spanish proficiency is a plus
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint) and office management software such as SharePoint, We Track, and Monday.com.
• Solid experience in Microsoft Excel is an asset.
• Experience in using data analytics and transport technology platforms to enhance decision-making and optimize operations.
• Posses a valid driving license and passport.
• 1-2 years of experience in office administration, assisting with day-to-day operations, basic staff coordination, and general office support.
• Experience managing administrative tasks such as record-keeping, scheduling, and inventory management for office supplies.
• Exposure to handling communications and correspondence, demonstrating professionalism in both internal and external interactions.
• Proven ability to collaborate with different departments, offering support and ensuring smooth office operations.
• Strong communication skills: Able to handle routine correspondence, both verbal and written, in a professional manner. English proficiency is required, with any additional language skills (e.g., Spanish) considered an asset.
• Organizational skills: Ability to multitask and manage basic administrative duties, such as maintaining records, scheduling, and overseeing office supplies.
• Problem-solving skills: Capable of addressing minor office issues independently or escalating them when necessary.
• Teamwork and collaboration: Willingness to work with various departments and assist the administrative team as needed.
• Willingness to learn: Eagerness to develop leadership skills, with potential for growth into more senior administrative roles.
• Fluent in English. Spanish proficiency is a plus
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint) and office management software such as SharePoint, We Track, and Monday.com.
• Solid experience in Microsoft Excel is an asset.
• Experience in using data analytics and transport technology platforms to enhance decision-making and optimize operations.
About FWC2026
The FIFA World Cup 26™ will mark the first time that the tournament features 48 teams and will be hosted by three countries: Canada, Mexico, and the United States.
This new format redefines excellence, generating unique opportunities for greater participation and engagement from fans and players in North America and all over the world. Now is your time to be a game changer and join the workforce that is planning and delivering this unique and unforgettable experience.
This new format redefines excellence, generating unique opportunities for greater participation and engagement from fans and players in North America and all over the world. Now is your time to be a game changer and join the workforce that is planning and delivering this unique and unforgettable experience.
About FIFA
Founded in 1904, the Fédération Internationale de Football Association (FIFA) is the umbrella organisation of its members, currently 211 national football associations. Its main objectives, enshrined in its statutes, are to develop football around the world, to stage international competitions and to protect the integrity of football (against match manipulation, doping etc.).
FIFA is a truly diverse, modern and multicultural organisation and its primary purpose is to promote football. Over 800 people from 50 nations – 40 per cent of which are women, including the Secretary General – covering a wide variety of professional profiles, work to fulfil that purpose. FIFA’s headquarters are based in Zurich, Switzerland. We have other offices in Zurich, as well as temporary offices around the world.
We are 'living football' – we are committed to the game, to the people, to the planet and to the future. It is what we do. It is why we are here.
Our culture is shaped by fair play, team spirit, diversity, sustainability, transparency and innovation. We live by these values. Regardless of race, religion, national origin, colour, age, disability, marital status, sexual orientation or citizenship – we support diversity; indeed, we consider it to be key to our success.
We are looking for talented and motivated team members who would embrace these values every day, with purpose, passion and pride, in order to make a positive impact on the world of football and beyond.
We offer a unique and exciting work environment with great opportunities for your personal and professional development.
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