Job Title: Coordinator, Education & Ensemble Tours, Hayllar Music Tours

Location of job: Phillip Street, Sydney

Appointment type: Full time

Hayllar Music Tours

Hayllar Music Tours crafts expertly-planned cultural tours which provide guests with experiences of the best classicalmusic combined with exclusive private recitals and behind-the-scenes access toleading figures ofthe industry.

Hayllar Music Tours creates exciting and inspiring education and ensemble tours for schools, choirs and orchestras.

General Requirements

The Coordinator, Education & Ensemble Tours will play a key role at Hayllar Music Tours. They will be in contact with tour participants from the initial enquiry right through the booking process until the participant returns from their travels. They will also be involved in tour planning for education and ensemble tours.

Duties & Responsibilities:

Education and ensemble tour participant relations including:

- Front line response to telephone calls, emails and letters providing information to tour participants.
- Giving advice, checking availability and taking bookings.
- Making additional bookings for tour participants including flights deviations, hotel accommodation and travel insurance.
- Updating the database.
- Processing bookings, payments and invoices.
- Despatching of brochures and tour documents.
- Attending events.

Tour planning and tour management including:

- Researching, sourcing quotes, executing bookings for hotels, transport (flights, trains, coaches, boats), restaurants and sightseeing visits within budget for education and ensemble 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 education and ensemble tours.
- Liaising with box offices and venues to arrange concert tickets for education and ensemble tours.
- Preparing tour itineraries for education and ensemble tours.
- Preparing tour booklets including reading lists, background information and reference material.
- Briefing Tour Managers and compiling their tour documents.
- Maintaining the actuals for select tours and contributing to the preparation of future budgets.
- Assisting with the marketing and publicity of concerts for education and ensemble tours.
- Responsibility for making visa arrangements, where necessary.
- Attending meetings and information evenings with schools, choirs and orchestras.
- Travelling on tours both within Australia and internationally to act as Tour Manager.
- For private events: sourcing venues, contracting artists and arranging catering.
- Occasionally prospecting activities associated with a tour such as hotels and venues.
- Assisting with market research for potential opportunities for school, choir andorchestra tours.
- Maintaining the database (Zoho).

- Other duties as required.

Qualifications and experience:

- Excellent spoken and written English.
- A high level of computer literacy.
- Relevant tertiary qualification.
- Experience with tour planning, coordination and execution.
- 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: Friday 28 August 2026

#J-18808-Ljbffr

📌 Coordinator, Education & Ensemble Tours (City of Sydney)
🏢 HAYLLAR MUSIC TOURS
📍 City of Sydney