Company Description Keith Prowse Travel is a global sports travel operator specializing in premium, curated travel packages to the world’s most iconic sporting events. With over 50 years of experience, the company serves individual travellers, groups, and corporate clients across football, F1 and motorsport, golf, tennis, and rugby union. As an official travel partner to major international events, Keith Prowse Travel delivers verified tickets, prime seating, and exclusive hospitality experiences such as private functions, guest speakers, and behind-the-scenes tours.

The company is the Official Travel Partner of Football Australia for the 2026 FIFA World Cup and the 2027 FIFA Women’s World Cup. From the Singapore Grand Prix to the Australian Open and the British & Irish Lions Tour, Keith Prowse Travel provides seamless, end-to-end sporting travel experiences worldwide.

Role Purpose The Fan Tour Lead is responsible for the end-to-end operational finalisation and on-site delivery of the Fan Tour for the FIFA Women's World Cup in Brazil. Working closely with the Operations Manager (Project Lead – Brazil), the role bridges planning and delivery: finalising itineraries, coordinating across Sales, Marketing, Finance and Product teams, and managing the tour operationally on the ground in Brazil.

Key Responsibilities

Product & Itinerary Finalisation

- Finalise Fan Tour itineraries in the operations system, checking services and wording for accuracy.
- Review and confirm accommodation, flights, transfers, activities and events against supplier bookings and allocations.
- Produce and maintain accommodation, flights, transfers and events summaries at each milestone (90/60/30 days out).
- Contribute to a costing and budget format that the Operations team can use to track Fan Tour costs.
- Coordinate pre- and post-tour night requests and confirm supplier holds.

Cross-Department Liaison

- Liaise with Sales on booking numbers, gaps and follow-up on incomplete client forms and information.
- Liaise with Marketing on client communications, on-site collateral requirements and merchandise coordination.




- Liaise with Finance to reconcile supplier invoices, update finance requisitions, and manage debtor follow-up.
- Liaise with the Product team and hotels/suppliers to confirm bookings, holds and inventory.
- Represent the Fan Tour in fortnightly (moving to weekly closer to the event) planning meetings.

Operational Finalisation (Bookings & Lists)

- Prepare, finalise and distribute rooming lists to all hotels, and check invoices against bookings.
- Finalise transfer lists and review all additional transfer bookings and supplier invoices.
- Finalise flight bookings, PNRs, passport information and seat requests with the Flight Specialist team.
- Maintain and update manifest lists, order reports and tour lists throughout the finalisation period.
- Finalise event, activity and tour bookings, confirming pick-up/drop-off logistics with guides and suppliers.
- Build hotel distribution lists and hotel identification for the tour.
- Coordinate merchandise ordering, packing and distribution to travellers.
- Set up and manage tour communication channels (e.g. WhatsApp groups) and schedule pre-departure updates to travellers.

Pre-Departure Mobilisation

- Source and secure local staff where needed
- Brief staff and local partners on roles, responsibilities and expectations on site.
- Prepare on-site kit: run sheets, stationery, banners, uniforms and name badges.
- Draft on-site communication messaging in readiness for the tour.

On-Site Tour Delivery

- Lead the Fan Tour operationally on site in Brazil, reporting to the Operations Manager (Project Lead – Brazil).
- Oversee the smooth day-to-day running of the tour, including accommodation, transfers, activities and events.




- Manage ticketing and event access for the touring group.
- Coordinate and supervise local staff and suppliers on site.
- Liaise directly with hotels and suppliers on site to confirm arrangements and resolve issues in real time.
- Manage and support travelling fans on site, acting as the primary point of contact for the group.
- Problem-solve operational issues on the ground, escalating to the Operations Manager where required.
- Deliver on-site briefings and maintain regular communication with travellers throughout the tour.

Post-Event

- Update finance requisitions with on-site changes and expenses following the tour.
- Reconcile final supplier invoices and lists against actuals.

Skills, Experience & Requirements

- Proficiency in Portuguese (spoken and written) is essential.
- Demonstrated experience managing large groups on tour or at major events, ideally in a sports, travel or events workplace.
- Proven ability to lead operational delivery on site, including problem-solving under pressure.
- Experience coordinating local staff, suppliers and hotel partners in an on-the-ground delivery role.
- Experience with ticketing and event access management for group travel.
- Strong stakeholder management skills, with the ability to liaise confidently across Sales, Marketing, Finance and Product teams.
- High attention to detail, particularly across rooming lists, tour lists, flight lists and manifest management.
- Excellent organisational skills and the ability to manage multiple, concurrent workstreams to tight deadlines.
- Willingness and ability to be based on site in Brazil for the duration of the tournament, including irregular and extended hours during the event period.
- Prior experience in major sporting event operations (e.g. FIFA, Olympic, or similar tournament touring programmes) highly regarded.

Contract Details

- Fixed-term contract commencing October 2026 and concluding July 2027, at the end of the FIFA Women's World Cup.
- Based in Brazil for the on-site delivery period, with planning work prior to departure based in Sydney office.

📌 Fan Tour Lead — FIFA Women's World Cup 2027 (Sydney)
🏢 Keith Prowse Travel
📍 Sydney