Facility & Project Coordinator

Kitopi is the world's leading tech-powered multi-brand restaurant. With a
mission to satisfy the world's appetite, Kitopi operates a portfolio of both
invested and franchised F&B brands, serving as enablers in the food market by
helping brands to grow and scale, both in the delivery and dine-in space.

Launched in Dubai, UAE in January ‎2018, Kitopi has grown to become one of the
greatest success stories in the cloud kitchen and food tech space. In July
‎2021, Kitopi announced its $‎415 million Series C funding round, led by the
world's largest technology-focused investment fund, Softbank Group Corp's
Vision Fund ‎2. This investment catapulted Kitopi to the prestigious Unicorn
status, making it the fastest Unicorn to have emerged from the MENA region.

As a leading food-tech business, Kitopi's growth has been largely fueled by
its innovative and scalable software solutions. Kitopi's kitchens are powered
by its proprietary Smart Kitchen Operating System (SKOS) - an in-house suite
of applications that optimizes cloud kitchen operations in real-time. As part
of its growth roadmap, technological innovation, data science, artificial
intelligence, and robotics will take center stage as Kitopi continues to
reinvent the food industry as we know it today.

With over ‎4,000 employees, Kitopi currently operates ‎200+ locations across the
UAE, KSA, Kuwait, Bahrain, and Qatar, and runs its engineering hub in Krakow,
Poland, its robotics hub in Denmark, and its global customer experience center
in Dubai, UAE.

We are looking for a facility and project coordinator based in Kuwait
reporting to the property manager. You will be responsible for a combination
of facility and project-related tasks that range from administration to site
visits. Your main responsibilities will be to manage the CAFM system and all
related trackers, ensuring project trackers are always up to date and
performing a variety of tasks on behalf of the property manager.

What You'll Do

• Facility related


• Supervise daily Maintenance/FM operations


• Able to work on the CAFM/Facilio facility management system


• Reviewing AMC & PPM contract filling & renewing


• Maintaining Annual Maintenance Trackers & other facility-related trackers


• Maintaining G&A maintenance trackers, i.e. expenses, POs…


• Day-to-day correspondence with all AMC providers & adhoc contractors.


• Coordinate with AMC providers to get the yearly schedule of PPM services & update kitchen managers.


• Preparing quarterly PPM schedules for each kitchen/store and coordinating them with the kitchen managers.


• Consolidating all received quotations reviewed by the team & sent for manager approval.


• Follow up to generate LPO within the ERP system & release the LPO to service providers or adhoc contractors.


• Verifying the invoices against LPO for all the PPM services and generating goods received notifications (GRN) within the ERP system.


• Follow up with accounts to release the suppliers'/contractors' payments.


• Establish & update the list of contractors/service providers with correct contact details.


• Keeping a record of all quotations & LPOs within the dedicated CAFM system


• Establish and maintain the list of kitchens and associated details


• Coordinate with LL/facility teams to get access permits for internal & external maintenance team


• Tracking & maintaining the Kuwait asset database


• 
  Property related


• Assist the Design and Project Delivery team in all aspects of project coordination, including project reporting, payments processing, approval, and general project coordination with internal and external stakeholders.


• Collaborate with internal teams, external consultants, contractors, and suppliers to ensure effective communication and coordination


• Maintain trackers for Lease agreements, insurance, and CRs and flag any upcoming expiry


• Monitor project timelines, milestones, and deliverables, and proactively identify and escalate any potential issues or delays to stakeholders.


• Maintain project documentation, including contracts, drawings, specifications, and correspondence, ensuring accuracy and completeness.


• Assist with coordination of site meetings, design coordination meetings, Participate in site visits and inspections


• Perform site inspections on behalf of the property manager where necessary or in the absence of the PM.

What Are We Looking For?

• Bachelor's degree in a relevant field, such as project management, construction management, or architecture (or equivalent experience).


• ‎4+ years of relevant experience


• Proven experience as a Project Coordinator, preferably in the built environment or related construction industry.


• Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.


• Excellent communication and interpersonal skills to collaborate with various stakeholders and manage expectations.


• Familiarity with design coordination processes, tendering procedures, and procurement practices.


• Familiar with project management processes (scheduling, tracking, reporting), specifically in the built environment or related construction industry.


• Solid understanding of construction and fit-out project lifecycle, including design development, procurement, and project delivery.


• Attention to detail and a commitment to quality, ensuring compliance with project specifications and standards.


• Problem-solving skills and the ability to adapt to changing project requirements and priorities.


• Knowledge of health and safety regulations and practices related to construction projects.
  Recruitment Process and Timeline
  First, you apply and let our recruiters review your profile. After reviewing,
  you will receive a link to book a meeting with a recruiter at your convenience
  to share more about yourself and for us to get to know you better. If you have
  been shortlisted, you will have the opportunity to meet our hiring managers.
  Depending on the scope of the role and the function, you may need to attend
  ‎2-‎3 rounds (which might include case study, role-play, trial, or live coding -
  this will be communicated to you in the initial conversation). Upon successful
  completion, your recruiter will get in touch with you to discuss the offer. We
  aim to take you through this process within ‎2-‎3 weeks.
  
  Benefits
  - Extensive learning opportunities - we offer many hard and soft skills
  training to help you improve and challenge yourself


• You'll be involved in customized workshops run by Kitopi Academy


• You'll have a chance to work in an international, diverse, and inclusive environment


• You'll be part of one of the most caring communities out there.


• Finding a chance to become a shareowner with our ESOP plan ( T &C Applies)


• Free and unlimited access to a nutritionist because we care about you


• No Dress Code! ( T &C Applies)


• Extended maternity and parental leave


• The infamous team activities and social events are bursting with fun


• Inclusive Private Health Insurance


• Up to ‎50% discount from Kitopi brands


• Annual leave as per the company policy
  
  So, what does it really mean to work at Kitopi?
  We are constantly striving to make Kitopi the best place to work in the world,
  by empowering you to be the best version of yourself every day. Our company
  values act as our guiding principles to help ensure that everyone feels safe,
  included, and like they truly belong.

Kitopi is an equal-opportunity employer. While we currently operate in ‎6
countries, we are over ‎70 different nationalities of talented Kitopians. We
celebrate our rich diverse backgrounds, lifestyles, and cultures and have a ‎0
tolerance policy towards racism, bigotry, and hate. Please apply if you see a
position that makes your heart skip a beat and help us build a company that
we're all proud to work for.

Along with offices in all the markets we operate in, we also believe in a
"work from anywhere" policy - you get to choose the environment you operate in
because we believe this will help you deliver work you're proud of.

Tech-enabled and customer-obsessed, at Kitopi, we are a team of passionate
humans who are on a mission together to satisfy the world's appetite.