Director of Conference Services - Four Seasons

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 servicedriven 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 emeraldcolored 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 lastminute group changes to the relevant hotel departments
• Plan all group food and beverage events including assistance with menu selection decorations entertainment audiovisual 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 preevent site visits with the clients. Follow up on remaining deposits. Hold internal and client Precon 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 clients 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/supplierrelated client needs (i.e. Audio Visual Florists Entertainment Transportation DMC Offsite 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 3Month financial forecast and monthend 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 highquality 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 coworkers 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 PreCon 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 audiovisual 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.