For restaurant owners and multi-location operators

Virtual assistants for restaurant groups

Give every location a clear route for the office work it needs handled. Your assistant organizes requests, follows up with vendors and keeps approved updates moving across the group. KTD recruits and prepares for your agreed restaurant operations role before handoff.

Find your assistant

A request from one location should not disappear in the group chat.

One manager is missing a delivery item, another is waiting on a supplier reply, and an operating update has not reached every location. The owner becomes the person connecting each message to the next action.

An assistant can keep a shared request register with a location, owner and status. Your operations lead sees the exceptions needing attention without asking each manager for the same update.

The work to hand off

Give location requests a visible route to completion.

Organize location requests

Collect the request, location and supporting details in the format your group uses. Assign the category and responsible contact from your routing instructions.

What you get back: A location request register with clear ownership

Follow up with vendors

Track acknowledgments and supplied delivery information against the approved order or request. Bring discrepancies back with the relevant correspondence so your buyer or manager can decide the response.

What you get back: A vendor exception log with source records

Distribute approved updates

Send the current operating notice, menu information or administrative checklist to the intended locations. Track acknowledgment and retire superseded versions from the working record.

What you get back: An update distribution list with version and receipt status

Prepare the operations review

Gather outstanding items by location, last action and decision owner. Highlight repeated unresolved requests for the group lead to review.

What you get back: A cross-location digest of exceptions and next actions

Illustrative workflow

From a location's delivery issue to an approved resolution

Keep the original request, vendor reply and purchasing decision together as the issue moves between people.

A location reports an issue

Assistant preparesRecord the delivery reference, reported discrepancy and supporting information.

Your team decidesWho should review the request and its priority.

The vendor is contacted

Assistant preparesSend the authorized inquiry and record the response.

Your team decidesWhether the proposed explanation or remedy is acceptable.

A resolution is chosen

Assistant preparesPrepare the available options and outstanding facts for the group lead.

Your team decidesReplacement, credit, purchase or another commitment.

The location is updated

Assistant preparesCommunicate the approved next step and collect confirmation.

Your team decidesWhether the operational issue is resolved.

Illustrative example — not a client record

An approved menu update awaiting one location's confirmation

Track distribution separately from a location's confirmation that its team is using the current menu.

Approved release: Example entryGroup owner approved menu v4 for Locations A, B and C.; What to provide or checkIdentify the authorized version, decision owner and intended locations.
Distribution record: Example entryMenu v4 sent to the managers at all three locations.; What to provide or checkRecord where the approved update was sent.
Acknowledgments: Example entryManagers at Locations A and B confirm their teams have replaced v3 with v4.; What to provide or checkRecord which locations have confirmed the change is in use.
Outstanding location: Example entryLocation C reports that its service team is still using v3.; What to provide or checkKeep the outdated version visible as an unresolved item.
Next action: Example entryAssistant resends approved v4 to Location C's manager and requests replacement confirmation; content changes go back to the group owner.; What to provide or checkAssign the distribution follow-up and preserve the owner's approval authority.

Ready to hand over when: The operations lead can identify the owner-approved menu, distinguish sent updates from confirmed replacements and see who must follow up with the location still using v3.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Are several locations creating a shared office workload?

A useful fit when

Managers regularly need vendor follow-up, document updates and request tracking.
A group lead can set priorities and approve commercial or operating changes.

Discuss the setup first

You need someone to manage a restaurant floor or make food-safety decisions.
Locations use conflicting instructions without a common approval and escalation process.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Your restaurant team controls operating decisions.

Give each request a manager who can act on it. The assistant coordinates the record and communication around that decision.

Food safety, allergens, substitutions and on-site service decisions remain with qualified restaurant staff.
Purchases, vendor terms, refunds and spending commitments require your authorized approval.
Location access, staff information and operating instructions follow the scope you agree.

Show us the requests that travel between locations.

01Your location list and a typical vendor or operations request.
02Who approves purchasing, changes and location-specific exceptions.
03Ordering, messaging and document tools with required experience.
04Working hours, escalation routes and the group priority owner.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can one assistant support several restaurant locations?: Discuss the number of locations, request volume and hours needed. A shared process can work when every request identifies its location and an operations lead resolves competing priorities.
Can they contact suppliers about deliveries?: Yes, using the contacts and instructions you authorize. They can request status, collect a reply and organize a discrepancy for review. Purchasing and commercial decisions stay with your team.
Can they send updated menus or operating notices?: They can distribute approved versions, track acknowledgment and record follow-up questions. Your restaurant team approves the content and any food, pricing or operational implications.
How do you prepare someone for our restaurant group?: KTD recruits and prepares for your restaurant workflow and agreed responsibilities before handoff. Matching covers systems, required skills, working hours and preparation time, including how locations submit and escalate work.
How does the hiring arrangement work?: Managed support is a dedicated, full-time assistant with ongoing KTD team support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire directly. We agree scope, hours and terms before starting.

Make the group's open requests easier to act on.

Bring us the supplier follow-ups and location requests that keep reaching your desk. We will define a role that connects each one to the right next step.

Find your assistant

A different kind of business?

Explore other ways to organize the work around your team.

Franchise owners Catering companies Hotels and resorts Explore all industries