Assistant Manager - Asset Administration

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, and its global customer experience center in Dubai, UAE.

We are looking for a perceptive administration manager to oversee the office
operations associated with our kitchen network. In this role you will
proactively follow up, track and coordinate between various departments to
ensure administrative compliance across all of our kitchens. You will manage
all documentation related to our portfolio of kitchens and ensure all
databases, trackers and systems are up to date and actions such as renewals
are pro-actively shared with the concerned departments.

What You'll Do

• Supervising the day-to-day operations of the administrative department and staff members.


• Hiring, training, and evaluating employees and taking corrective action when necessary.


• Developing, reviewing, and improving administrative systems, policies, and procedures.


• Working with the accounting and management teams to set budgets, monitor spending and other expenses (e.q., AMC costs, Reactive Maintenance costs, Petty Cash expenses of the maintenance department).


• Collecting, organizing, and storing information using Google Suite solutions and other filing systems.


• Overseeing special projects and tracking progress towards company goals.


• Overseeing the current portfolio of real estate assets and ensure that all are and remain compliant (e.g., Trade licenses, leases, Ejari, DEWA, permits and others).


• Track all services contracts (e.g., Gas, AC maintenance, cleaning, security, AMC & PPM suppliers and others) for each asset. Coordinate with the relevant teams to monitor activation, execution and contract renewal.


• Track receipt of AMC service reports and ensure remarks have been translated into actions.


• Archive and maintain all relevant documents for each asset (e.q., AS BUILT drawings, Food Authority Approvals, Civil Defense Approvals and others).


• Coordinate with the HR/PRO team, property team and legal team in what relates to regulatory compliance and contract management.


• Work closely with the HR/PRO team and follow up so that regulatory approvals are planned in advance and obtained in time.


• Oversee the real-estate administrative team; provide structure and focus and optimize the workflow criteria.


• Very strong administrative and planning skills.


• Knowledge of the real estate compliance in the UAE.

What We Look For

• Bachelor 's degree in business administration, management, or a related field.


• Experience in a related field, such as property or Food and Beverage, preferred.


• Exceptional leadership and time, task, and resource management skills.


• Very strong administrative, organizational and planning skills.


• Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.


• Proficiency with computers, especially MS Office.


• Ability to plan for and keep track of multiple projects and deadlines.


• Familiarity with budget planning and enforcement, human resources, real estate and facility management procedures.


• At least ‎5 years hands on experience managing a multidisciplinary team


• The ability to work in a team and lead a team


• UAE driving license, preferred
  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 have access to LinkedIn Learning, Coursera, and Mindvalley where you can choose over thousands of courses to satisfy your hunger for knowledge.


• 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


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


• No Dress Code!


• 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


• ‎30 calendar days annual leave


• Work from anywhere 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 where
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.