Director of Conference Services

About the job
Director of Conference Services

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.

About Four Seasons Resort Costa Rica at Peninsula Papagayo:

From our hillside perch overlooking the Pacific Ocean, our expansive Costa Rican resort offers privacy while being your launching pad into boundless adventures. After a day of zip lining, surfing or hiking a volcano, return to our tropical retreat for farm-to-table dining from one of our five restaurants and bars, refreshing swims or relaxing spa treatments. With customized itineraries for families and couples alike, we can’t wait for you to experience “pura vida” at Peninsula Papagayo.

 

The Opportunity:

Four Seasons Resort Costa Rica at Peninsula Papagayo is currently looking for a Director of Conference Services.

 

Essential function of the job:

1. Supervision and overall responsibility of the Conference Service function including maintaining and monitoring the accuracy and effectiveness of all written communication from Conference Service Manager and Catering Administrative Assistants. These procedures include but are not limited to: Menu and Event Proposals, Banquet Event Orders, Catering Resumes, Daily Events Report, and Delphi Input Standards.

2. Supervise the execution of banquet events. Review all function space with banquet manager and when necessary, head house attendant. Ensure satisfaction of client at the outset of all events.

3. Find solutions to the inevitable challenges and glitches that arise while groups are on property and keep Director of Sales and Planning Committee promptly and fully informed of all problems or unusual matters so prompt corrective action can be taken where appropriate.

4. Maintain knowledge of hotel facilities, capacities and dimensions of meeting space and basic operational needs of all operating departments.

5. Make timely and impromptu decisions, which balance client’s needs with the financial, safety and staffing goals of the hotel.

6. Plan and/or attend and/or participate in meetings with hotel staff and clients, including but not exclusive to: Morning Operations Briefing, Morning CS Briefing, Resume Meeting, Banquet Event Order Meeting, Sales Meeting, Pre-Convention Meetings, Monthly Board of Operations, Menu Tastings and Planning Site Visits.

7. Conduct performance evaluations and mentor for Conference Service Managers and Administrative Assistant. In addition, recommend the hiring, terminating, or disciplining of any Catering or Conference Services employee.

8. Respond according to the crisis management plan to any resort emergency or safety situation.

9. Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with co-workers and Planning Committee.

 

Non-Essential Functions:

1. Assist with all inquires within the sales, marketing and catering department, including assistance with site inspections.

2. Maintain an understanding of Conference Services and when required assume an active role.

3. Facilitate and monitor training of new Conference Managers and Administrative Assistants.

4. Act as the liaison for all vendor/supplier related clients needs, (i.e. Audio Visual, Florists, Entertainment, Transportation, DMC, Off-site Locations etc)

5. Contribute to the preparation and analysis of the catering and conference services weekly 3-month financial forecast, month end financial summaries, and contribute to the annual Marketing Plan and Budget.

6. Maintain an active and visible role in the local business and social community to generate new business, recruit future employees and managers, and support the public relations efforts of the resort.

7. Periodically host and ensure maximum effectiveness of Banquet Event Order Meetings, and Resume meetings.

8. Perform other tasks or projects as assigned by hotel management.

 

Qualifications and Skills:

• 4+ Years’ experience as a Catering or Conference Services Manager in a full service resort or hotel

• Excellent reading, writing & oral proficiency in the English and Spanish language

• Proven interpersonal skills with a track record of successful client interactions.

• Coaching and People Development Skills.

• Good organizational skills, attention to detail, ability to multitask.

• Ability to work long and irregular hours, weekends, and evenings.

• Able to negotiate, organize, delegate & work under pressure.

• Basic knowledge of audio-visual equipment, internet, telecommunication technology – helpful.

• Knowledge of Delphi Sales and Catering Software.

• Computer literacy to include MS Word, Excel, and ability to use e-mail and the Internet.

• High level of creativity with food and beverage menu proposals.