Head of Guest Relations in Riyadh, Bws Ksa

6 months ago

Riyadh, Saudi Arabia Balich Wonder Studio s.r.l Full time

**About BWS**

Balich Wonder Studio is an integrated entertainment Group that conceives, produces and delivers live experiences. We create visionary projects with long lasting value, from large scale Ceremonies to immersive shows, from events and brand experiences to destination experiences. We value emotions as the ultimate experience of everything we approach; we generate them through unique creativity and impeccable execution.

The Group is currently merging talents and skills of a multicultural team of more than 140 people coming from 20 countries and it operates through 4 divisions and two companies in Middle East: Ceremonies Division; Events and Brand Experiences Division; Destination Experiences Division; Immersive Shows Division; BWS-KSA, the branch in the Kingdom of Saudi Arabia and HQWS, the company based in Dubai, UAE, and serving the whole MEA Region creating and delivering events and activations.

From our headquarter in Milan, we seek wonder all around the world.

**The role**

Balich Wonder Studio is looking for a highly motivated and experienced
**excellent communication and interpersonal skills **, a
**strong attention to detail **, and the
**ability to work effectively in a fast-paced environment **.

The Head of Guest Relations oversees the entire department, i.e., guest relations and invitations, transportation, travel & hotel arrangements and hospitality. The Head of GR&H is ultimately responsible for the success of the operations of the department.

**Main responsibilities**:
- Hire, train and oversee the team of VIP Managers, Guest Liaisons, Hospitality, Transportation, Hotels & flights.

- Oversee the guest invitation letters and make sure all versions (Arabic & English) are uploaded on the internal database.

- Manage international guest lists and invitations process.

- Work closely with the accreditation department to ensure all invited guests are correctly registered in the system with accurate and complete details.

- Ensure the teams work closely with the industry.

- Oversee all accommodation bookings for all international guests invited.

- Allocate all guests to the hotels whilst constantly monitoring the Hotel block to ensure the requirements are met and that the hotel allocations are not exceeded.

- Oversee for all hotel bookings, making sure to avoid attrition penalties and meeting contractual obligations of the hotels.

- Work closely with the Guest Liaisons/Managers to ensure complete and accurate collection of information for all guest accommodation.

- Consistently update Managers and other departments on the availability of rooms across the properties.

- Liaise with all departments to confirm if there are any special requests or circumstances regarding guests.

- Manage attrition requirements including any release deadlines, room cancellation deadline and room availability.

- Maximize each room block and minimize the liability of the vis-a-vis penalties or charges.

- Ensure the hotel team maintains amicable relations with each hotel property, especially with the front desk and room reservations departments.

- Oversee the hotel team to ensure information is being updated in a correct and timely manner on the internal.

- Ensure the hotel team provides hotels with frequent and accurate rooming lists maintains a log of changes, cancellations and errors.

- Oversee the booking of all flights for all international guests.

- Accurately build and manage all flight blocks.

- Maximize flight block and minimize the liability to the vis-a-vis penalties and/or charges.

- Ensure the flight booking process is completed in a timely manner, whilst ensuring the right balance between convenience to the guest and cost to the project.

- Manage attrition requirements including any release deadlines, flight cancellations deadlines and availability on the Partner airline.

- Ensure the flight team maintains amicable relations with the partner airline.

- Maintain amicable relations with the partner airline and travel agent.

- Ensure the travel team provides the partner airline/agent with frequent and accurate flight lists, keeps reports of changes, cancellations and errors.

- Ensure the team informs the airline of any special flight requirements.

- Oversee the transportation by working with external vendors to ensure smooth operations.

- Conduct the reconciliation for the hotels, flights and transportation.

- Create and oversee all RFPs related the Guest & Hospitality Department.

- Oversee and work closely with the VIP Managers to integrate them into the Guest Relations plans and processes.

- Liaise and work with other teams to ensure the smooth operation.

- Maintain the privacy of the guests and the integrity of the project.

- Generate reports as and when needed.

- Attend and participate in departmental meetings and provide detailed reports when needed.

- Provide a post-project report with Feedback before the end of the contract.

- Complete job appraisals for the

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