Operations Manager

Hayllar Music Tours are looking for an Operations Manager to oversee tour arrangements for their luxury tours.

Job Title: Operations Manager, Hayllar Music Tours Reports to: Company Director, Hayllar Music ToursLocation of job: Phillip Street, SydneyAppointment 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 creates exciting and inspiring education and ensemble tours for schools, choirs and orchestras.

General Requirements The Operations Manager will play a key role at Hayllar Music Tours. They will be responsible for ensuring all tour arrangements have been made for a select number of luxury tours, Hayllar Chamber Music Weekends and Festivals, and travel on select tours each year as Tour Manager. 

The position will report to the Company Director.

Duties & Responsibilities: 

Tour planning and tour management including:

• Researching, sourcing quotes and booking hotels, transport (flights, trains, coaches, boats), restaurants, sightseeing visits, local guides etc. (within budget) for luxury tours.
• Collaborating with suppliers including museums, art galleries, box offices, local guides, private homes etc.
• Preparing, negotiating and signing contracts with suppliers such as hotels, airlines, coaches, venues etc.
• Contacting hotels with any requests from guests, including for upgrades and additional nights.
• Making arrangements for Tour Leaders and freelance Tour Managers including preparing and finalising tour agreements, booking flights, car transfers and additional hotel nights; confirming pre-concert talk requirements; compiling and posting tour documents and briefing Tour Leaders and freelance Tour Managers.
• Preparing tour itineraries for luxury tours.
• Preparing tour booklets including reading lists, background information and reference material.
• Maintaining, overseeing and signing off on the actuals for select tours and contributing to the preparation of future budgets.
• Responsibility for making visa arrangements, where necessary.
• For private events: sourcing venues, contracting artists and arranging catering.
• Travelling on tours both within Australia and Internationally to act as Tour Manager.
• Occasionally prospecting activities associated with a tour such as hotels and venues.
• Occasionally assisting with school, choir and orchestra tours. 

General tasks:

• Using and updating the database (Zoho) and Asana.
• Occasionally assisting the Director in the planning of future tours.
• Other duties as required.

Qualifications and experience: 

• Excellent spoken and written English.
• A high level of computer literacy.
• Relevant tertiary qualification.
• Experience arranging tours and tour managing tours.  
• Knowledge of and/or genuine interest in the arts (classical music, theatre, and art).
• Excellent organisational skills, an analytical mind and a strong eye for detail.
• Proven ability to work to multiple deadlines.

Salary: Dependent on experience

Closing date for applications: Friday 10 October 2025

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

Interviews will take place on the week of Monday 13 October 2025