Director of Conference Services

Four Seasons Sharm El Sheikh is looking for a talented Director of Conference
Services who is responsible for overseeing all aspects of a profit and
service-driven Conference Services Department.
At Four Seasons we consider life and work to be richer when we truly connect
with the people and the environment around us. Our family members are masters
at their crafts - a gardener can become an artist, a manager a conductor, a
chef an inventor. We look for employees who share the Golden Rule: people who,
by nature, believe in treating others as we would have them treat us. We look
for our people to characterize a shared passion for excellence and to infuse
that enthusiasm into everything they do.
Four Seasons Resort is located in Sharm El Sheikh, South Sinai. The resort
sprawls across an enchanting natural preserve and is embellished by the
emerald-colored Red Sea.
Job Description
Draft as at ‎20 March ‎2023
Four Seasons Resort Sharm El Sheikh
Associate Director/Director of Conference Services
Reporting To: Director of Sales and Marketing
Based in the Resort
Basic Purpose
To detail and facilitate Meetings and Events while ensuring a high degree of
customer satisfaction, generating increased revenues, and nurturing return
business. The desired outcome is the flawless delivery of profitable groups
and events at the resort.
Essential Functions:
* Assume responsibility for confirmed group business (Social, MICE, NGO, etc) from the sales team.
* Work in concert with the Director of Sales and Director of Banquets/Banquets Manager for effective team collaboration, seamless transition from sales to conference services, efficient group guest service, and maximum profitability
* Supervision and overall responsibility of the conference services function including maintaining and monitoring the accuracy and effectiveness of all written communication from the conference services department, including but not limited to Menus, BEOs, Group Spec Sheets, Rooming lists, and Daily events reports.
* Group resumes sheets must detail group purpose, room/suite block/pickup, rates and special negotiations, VIPs, meeting and recreation agenda, AV, accounting, and all special instructions to operational departments of the hotel. Communicate last-minute group changes to the relevant hotel departments
* Plan all group food and beverage events, including assistance with menu selection, decorations, entertainment, audio-visual, and amenity programs.
* Finalize the requirements of Conference Services bookings while maximizing revenue potential through upselling and ensuring effective communication both written (Resumes, BEO, Daily Reports) and personal contact with all departments for the success of the event. Conduct pre-event site visits with the clients. Follow up on remaining deposits. Hold internal and client Pre-con meetings to ensure alignment on all event and group details. Ensure accuracy of Banquet Checks and provide bill review on completion of program or event. Send thank you note together with the sales manager.
* Review all function space with Banquet Director/Manager. Ensure the satisfaction of clients and groups at the outset of all events. Make timely and impromptu decisions, which balance client's needs with the financial, safety, and staffing goals of the hotel
* Review the group rooming list with the reservations manager or group coordinator to ensure accuracy and details capture.
* Act as the liaison for all vendor/supplier-related client needs, (i.e. Audio Visual, Florists, Entertainment, Transportation, DMC, Off-site Locations, etc.); and maintain relationships with key suppliers in the location.
* Find solutions to the inevitable challenges and glitches that arise while groups are on the property and keep Director of Marketing and Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.
* Maintain knowledge of hotel facilities, capacities and dimensions of meeting space and basic operational needs of all operating departments
* Prepare with analysis the Catering and Conference Services weekly ‎3-Month financial forecast, and month-end financial summaries, and contribute to the annual Marketing Plan, Full year Forecast, and Budget
* Ensure basic menus, packages, and daily delegate packages are always up to date and available to the sales team to use in group proposals and contracts.
* Collaborate with the Marketing Communications team on producing high-quality creative collateral that showcases events, meetings, and culinary creativity of the team
* Assist sales team with complicated event bookings in Golden Sales and Catering
* Conduct resort site inspections for prospective clients
* Conduct performance evaluations and mentor Conference Service Managers, and Administrative Assistants to develop and prepare Managers and Staff for future promotion and possible transfer within Four Seasons. Facilitate and monitor training, and recommend the hiring, terminating, or disciplining of any Conference Services employee. Facilitate onboarding and orientation of new hires.
* Respond according to the crisis management plan to any resort emergency or safety situation
* Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co-workers and the planning committee
* Comply with Four Seasons Standards of Conduct as set forth in EmPact.
Meetings:
* Host and lead BEO meetings with the required frequency relevant to events
* Host and lead group resume meetings with internal operational departments
* Host and lead Pre-Con meetings with clients and key departments
* Attend weekly group pipeline meetings, taking note of group movements to reflect in catering revenue forecast figures
* Attend weekly forecast/revenue meetings and prepare weekly forecast figures
* Attend hotel daily morning meetings and ops meetings and share key highlights of group movements.
Knowledge and Skills Requirements
* Excellent reading, writing & oral proficiency in the English language
* Proven interpersonal skills with a track record of successful client interactions.
* Coaching and People Development Skills
* Good organizational and time management skills
* Attention to detail
* Flexibility with working hours
* Able to negotiate, organize, delegate, and work under pressure
* Basic knowledge of audio-visual equipment, internet, and telecommunication technology - helpful.
* Knowledge of Golden Sales and Catering Software is an advantage
* Computer literacy to include MS Word, and Excel.
* High level of creativity with food and beverage menu proposals
Environment
The role is based at the Resort in Sharm El Sheikh. The ability to work
outdoors in varying climates is necessary.
No travel is necessary for this role.