PMO Manager (Workflow & Execution)

About This Role

Role Summary Joud Coffee is hiring a PMO Manager (Workflow & Execution) to build and run our company-wide operating system for execution. This role owns how tasks and projects are requested, prioritized, approved, executed, tracked, escalated, and closed across all departments.

We will rely heavily on a work management platform (e.g., Wrike, Asana, Monday.com, ClickUp, Jira) as the system of record , and a communication platform (e.g., Slack, Microsoft Teams) as the communication layer . Your job is to ensure all departments operate on the same drumbeat—clear owners, clear deadlines, clear definitions of done, and predictable delivery.

Reporting line: Managing Director (Office of the MD)

This is not a “status reporting” job This role is expected to be proactive and outcome-driven :

• Identify bottlenecks, root causes, and execution gaps
• Redesign workflows and standards to remove friction
• Push stakeholders to meet commitments and targets
• Escalate early with facts and solutions—not excuses

What You Will Own

• Workflow policy
• Define work types: Request / Task / Project / Program
• Standardize: required fields (owner, due date, stakeholders, definition of done), statuses, milestones, and approval gates
• Define handoffs between departments (who owns what, when, and what “complete” means)
• Establish rules of engagement: communication vs execution tracking
• Work management platform design & administration
• Build the workspace structure across departments (spaces, permissions, templates)
• Create intake/request forms so work enters the system cleanly (no chaos via DMs)
• Build templates for repeatable work (launches, openings, procurement, etc.)
• Set up dashboards, reports, and automations to enforce hygiene and accountability
• Cross-functional governance and delivery cadence
• Run weekly leadership execution governance:

• priorities, capacity, blockers, decisions, accountability

• Run cross-functional tracking for dependencies and escalations
• Maintain a single master portfolio view: what matters most, who owns it, when it ships, what’s blocked
• Bottleneck hunting & continuous improvement
• Diagnose recurring delivery failures (late approvals, unclear briefs, missing owners, resourcing conflicts)
• Run problem-solving sessions and implement fixes (process changes, templates, role clarity, SLAs)
• Improve cycle time, reduce rework, and eliminate firefighting
• Stakeholder management & performance push
• Drive departments to meet commitments and targets through clear planning and follow-through
• Hold owners accountable to due dates and quality standards
• Escalate decisively when delivery is at risk

Examples of workflows you will standardize

• New store opening / fit-out readiness milestones
• Menu item / LTO launch end-to-end
• Marketing campaign execution (brief → creative → approvals → launch → post-mortem)
• Procurement & capex workflow (quotes → approvals → PO → delivery → closeout)
• Facilities maintenance ticketing & SLAs
• Hiring request → onboarding checklist → day-30 check-in

What success looks like Within 90 days, we should see:

• A clear, enforceable Workflow Policy v1 implemented company-wide
• Consistent intake discipline (clean requests, owners, due dates, acceptance criteria)
• Leadership visibility via dashboards: priorities, owners, blockers, delivery risk
• Measurable improvement in:

• on-time milestone delivery
• blocker resolution time
• cycle time (request → completion)
• reduction in last-minute firefighting

Requirements

• 4–8 years in PMO / project execution / operational excellence / business operations
• Proven experience implementing and running a work management system (e.g., Wrike/Asana/Monday/ClickUp/Jira)
• Strong stakeholder backbone: can challenge, align, and push senior stakeholders professionally
• Highly structured: writes clearly, defines “done,” designs templates, runs tight meetings
• Proactive mindset: identifies problems early and fixes them

Nice to have: multi-site retail / hospitality / F&B experience; Arabic

How to apply Share 2–3 examples of:

• a workflow/governance system you implemented (what changed and impact)
• platform setups you built (templates/forms/automations/dashboards)
• a case where you removed a bottleneck and improved delivery performance