Travel & Operations Coordinator

Job Title: Travel & Operations Coordinator, Hayllar Music Tours

Reports to: Head of Educational & Ensemble Tours

Location of job: Sydney CBD

Appointment type: Full-time 

Hayllar Music Tours 

Hayllar Music Tours crafts expertly-planned cultural tours which provide guests with experiences of the best classical music combined with exclusive private recitals and behind-the-scenes access to leading figures of the industry. Hayllar Music Tours also arranges music tours for schools, choirs and orchestras.

General Requirements

The Travel & Operations Coordinator will play a key role at Hayllar Music Tours. They will be in contact with clients from the initial enquiry right through the booking process until the client returns from their travels. They will also be involved in tour planning for luxury tours and for school, choir and orchestra tours. The position will report to the Head of Educational & Ensemble Tours.

Duties & Responsibilities:

Client relations including:

• Front line response to telephone calls, emails and letters providing information on the full range of music tours available.
• Giving advice, checking availability and taking bookings.
• Making additional bookings for clients including flights, hotel accommodation, car transfers and travel insurance.
• Updating the database.
• Processing bookings, payments and invoices.
• Despatching of brochures and tour documents.
• Attending client events.

Tour planning and tour management including:

• Researching, sourcing quotes and booking hotels, transport (flights, trains, coaches, boats), restaurants and sightseeing visits (within budget) for luxury tours and for school, choir and orchestras tours.
• Collaborating with suppliers including museums, art galleries, box offices, local guides, private homes etc.
• Liaising with venues, festivals, world-class orchestras and choirs to confirm arrangements for concerts and workshops for school, choir and orchestra tours.
• Preparing, negotiating and finalising contracts with Tour Leaders, schools, choirs, orchestras, venues etc.
• Preparing tour itineraries for luxury tours and for school, choir and orchestra tours.
• Preparing tour booklets including reading lists, background information and reference material.
• Briefing Tour Leaders and compiling their tour documents.
• Assisting with the marketing and publicity of concerts for school, choir and orchestra tours.
• Responsibility for making visa arrangements, where necessary.
• Attending meetings and information evenings with schools, choirs and orchestras.
• Travelling on tours as Tour Manager.
• For private events: sourcing venues, contracting artists and arranging catering.
• Occasionally prospecting hotels.

Qualifications and experience:

• Ability to deliver positive and outstanding customer service.
• Excellent spoken and written English.
• A high level of computer literacy.
• Relevant tertiary qualification.
• Knowledge of and/or genuine interest in the arts (classical music, opera, theatre and art).
• Proven ability to work multiple timelines to deadlines with accurate attention to detail.

Salary: Dependent on experience

Closing date for applications: Monday 30 September 2024

Please send a covering letter and your CV to Elizabeth Hayllar at elizabeth@hayllarmusictours.com 

Full details of the job description can be found on the Hayllar Music Tours website: https://hayllarmusictours.com/jobs