Staffing and team management in a shared kitchen are not just about filling roles; they’re about fostering a community that drives operational efficiency and collaborative growth. The heart of a well-managed shared kitchen lies in its people, from the kitchen manager to support staff, each contributing to a seamless, high-energy environment where multiple food entrepreneurs thrive side by side.
In this chapter, we explore the diverse roles essential for the success of a shared kitchen and show how each role, from facility manager to incubation coordinator, adds value. Using real-world examples and data from the 2023 Shared Kitchen Operator Survey, you’ll explore how different kitchens have tailored their staffing to fit their size and needs, whether running a small, flexible operation or a larger, mission-driven incubator.
You’ll also uncover strategies for crafting effective job descriptions and the importance of early hiring to set the stage for success. This chapter helps you map out not only who you need to hire but also when and how, so your team is ready to manage everything from safety protocols to community-building activities. Through this, you will better understand how to create a team that brings your shared kitchen to life, driving both efficiency and a culture of shared success.
Roles and Positions
According to our 2023 Shared Kitchen Operator Survey, most kitchens employ one full-time staff member or two to five full-time and part-time staff members. The survey found that 38% of shared kitchens increased the number of employees over the past five years. Incubator kitchens tended to have more full-time employees than for-profit kitchens. This wide range of staffing structures demonstrates that there is no singular “right” way to staff your kitchen.
- Executive director
- Kitchen administrator/manager
- Administrative assistant
- Incubation services manager
- Program director/manager
- Human resources manager
- Development/fundraising director
- Maintenance manager
- Facility manager/coordinator
- Janitor
- Marketing/communications director/ coordinator
- Accounting specialist
- Procurement manager
- Operations/event manager
- Retail manager
Kitchens sometimes hire contractors or part-time employees for specific duties, such as marketing, bookkeeping, cleaning, or grant writing, to reduce the workload on the kitchen manager or the owner-operator. The diversity of your kitchen services will dictate how many people you hire, which roles they perform, and how much they work.
Kitchen Operator or Manager Duties
A kitchen operator is often the very vital, catch-all position for the person who manages day-to-day tasks, including:
- Marketing and recruitment
- Onboarding
- Scheduling
- Billing/financial management
- Special event management
- Technical assistance to members or clients (regulatory compliance, business development, etc.)
- Tracking performance and outcomes
In addition, their facility management duties often include monitoring the following:
- Standard operating procedures compliance
- Safe food handling procedures
- Cleanliness and sanitation
- Safety and security monitoring
- Cleaning and shared-wares supplies
- Refrigeration temperatures
- Storage management
- Waste management
- Routine maintenance and equipment inspection
- Deep cleaning
The charts below show the number of full-time and part-time employees working in kitchens reported by those who participated in the 2023 Shared Kitchen Operator Survey.
How many full-time employees does the kitchen have?
0
1
2 - 5
6 - 9
10 - 20
More than 20
How many part-time employees does the kitchen have?
0
1
2 - 5
6 - 9
10 - 20
More than 20
When to Hire Staff
Hiring staff is one of the most critical initial tasks for kitchens that are not owner-operated. Ideally, you want to hire a kitchen manager well before your opening day. Waiting until the last minute can slow your marketing and rental activities, making it difficult to reach your occupancy and revenue goals on time. Hiring a manager several months in advance allows them to develop essential services, establish relationships, and support the facility and funding development.
Kitchen Manager
A lead time of at least a couple of months before opening is recommended so that the manager can:
- Develop management systems. Create and implement procedures for day-to-day operations, safety protocols, and facility maintenance.
- Engage in marketing. Build awareness of your kitchen, attract potential members, and foster partnerships with local businesses.
- Begin recruitment efforts. Attract and onboard members, ensuring a smooth transition into the operational phase.
- Set up technology systems. Implement and manage member management, scheduling, and billing systems to streamline operations and enhance member experience.
If staff need time to complete industry training programs (food safety, facility management, etc.) or establish strong connections with the local community, they may require additional time to get up to speed. Allowing adequate time ensures they are fully prepared to handle the diverse challenges of running a shared kitchen well before opening day.
Business Incubation Staff
Launching incubation services adds another layer of complexity to your staffing needs. Hiring an incubation coordinator or program manager before opening is crucial to support entrepreneurs from the idea phase to startup. Due to the varying responsibilities and workload, this should be a separate hire.
- Offer pre-incubation services. Assist entrepreneurs in refining their ideas, developing business plans, obtaining certifications and licenses, and preparing for a successful launch when the physical space is ready.
- Develop tailored support programs. Create workshops, mentorship opportunities, and other resources that cater to the specific needs of incubating businesses.
- Foster community connections. Establish relationships with local business leaders, potential investors, and other stakeholders who can support your incubator’s mission.
Incubation coordinators should also have time to complete relevant industry training programs, such as business development, incubation management, and food safety and production classes, to provide your members with the highest level of support. Building strong community connections early on will enable them to leverage local resources and networks, benefiting the entrepreneurs they support.
By strategically hiring and preparing your facility management and incubation management staff, you lay a strong foundation for a successful shared kitchen operation that supports both your business goals and the growth of your members’ enterprises. See the Business Incubation Programs chapter for more information.
Crafting Effective Job Descriptions
Shared kitchens require a wide array of skill sets to keep the lights on and the doors open, so crafting comprehensive job descriptions is crucial. The complexity of the roles means you will want to seek candidates with broad experience and versatile skill sets. Overall, kitchen management requires a blend of facility management, food service knowledge, administrative oversight, and a high level of emotional intelligence to communicate effectively with people from diverse backgrounds and cultures.
Effective communication is vital for kitchen managers as they interact with members, staff, vendors, and other stakeholders. They must navigate various situations, from resolving conflicts to promoting kitchen services, ensuring that all operations run smoothly and efficiently. Kitchen managers must also be comfortable handling unexpected situations, like equipment failures, and demonstrate problem-solving skills under pressure.
In addition to these core management skills, incubation programs generally require candidates with business training and a coaching mindset. Programs focused on serving immigrants and refugees may seek bilingual or multilingual candidates with cultural competency. Passion for your kitchen’s mission should be a consideration, as it helps to build strong team cohesion and create a rewarding workplace culture.
Key Elements of Job Descriptions
About Your Kitchen. Provide a brief overview of your shared kitchen, its mission, and its values. This section should give potential candidates a sense of your kitchen’s culture and objectives.
- Overseeing daily kitchen operations and ensuring compliance with safety and sanitation standards.
- Coordinating marketing and recruitment efforts to attract and retain members.
- Providing technical assistance and support to kitchen users, including regulatory compliance and business development guidance.
- Monitoring and maintaining kitchen equipment and facilities.
- Implementing and managing technology systems for member management, scheduling, and billing.
- Organizing special events and community-building activities.
- Experience in kitchen management or a similar role.
- Knowledge of food safety and sanitation regulations.
- Strong organizational and multitasking abilities
- Excellent communication and interpersonal skills.
- Technical proficiency with kitchen management software and tools.
- Experience with business incubation or coaching.
- Cultural competency and experience working with diverse populations.
- Bilingual or multilingual abilities.
- Best channel to send applications (email, website form, etc.)
- Any specific email subject line (e.g., “Kitchen Manager Position”)
- Application deadline with a clear date and time
Screening and Interviewing
When screening applicants, focus on questions that reveal their experience, skills, and cultural fit. Icebreakers can help create a relaxed atmosphere and showcase your kitchen’s unique personality. For example, ask: “If you could only have one pizza topping for the rest of your life, what would it be? (Cheese is included).”
Here are some sample job application questions and interview prompts:
- Experience in shared kitchens: “Have you worked in a shared kitchen before? If so, what was your experience like?”
- Culinary background: “What is your culinary or food manufacturing background?”
- Leadership potential: “Please give an example of a time when you faced a challenge and took the initiative to solve the problem.”
- Certifications and training: “Do you have any relevant certifications or training (e.g.ServSafe©)?”
- Skill sets: “Please elaborate on your skill sets related to this position. Have you ever owned or managed a business before?”
- Conflict management: “Tell us about a time you managed conflict in the workplace.”
- Motivation: “Why do you want to work here?”
Additional Interview Tips and Strategies
Tailoring Questions to Specific Roles
To ensure you are hiring the right person for the specific role, tailor your interview questions to the duties and responsibilities outlined in the job description. For example, if hiring a facility manager, emphasize questions about maintenance and safety protocols. For an incubation coordinator, focus on their experience with business coaching and program development.
Behavioral Questions
Incorporate behavioral interview questions to assess how candidates have handled situations in the past, which can be indicative of their future performance. Examples include:
- “Describe a time when you had to implement a new system or process. How did you manage it?”
- “Can you provide an example of how you handled a difficult member or customer?”
- “What strategies have you used to motivate a team or staff members?”
Cultural Fit
Evaluating cultural fit is essential in a shared kitchen environment where collaboration and community are key. Questions that gauge a candidate’s alignment with your kitchen’s values and culture might include:
- “How do you handle working in a diverse team environment?”
- “What does community mean to you in the context of a shared kitchen?”
- “How do you prioritize sustainability in your work?”
Technical Skills and Problem-Solving
Assess the candidate’s technical skills and their ability to solve problems. For roles involving equipment and facility management, you might ask:
- “What steps would you take if a piece of critical kitchen equipment malfunctioned during peak hours?”
- “How do you ensure compliance with health and safety regulations?”
Role-Playing Scenarios
Role-playing scenarios can be effective for evaluating how candidates might handle real-life situations they will encounter on the job. For example:
- “Imagine a member reports that the previous member did not properly clean their kitchen station. How would you address this issue?”
These questions aim to uncover the applicant’s relevant experience, skills, and cultural fit for your shared kitchen environment. Tailoring your interview questions to the specific roles and duties outlined will help you identify candidates who are well-suited to contribute to the success of your facility and incubation programs. This integrated approach ensures that facility management and incubation services are adequately staffed and managed, providing a strong foundation for a successful shared kitchen operation.
Temporary Staff and Consultants
Temporary staffing may be a good solution if budget uncertainty exists, such as if funding is secured only for a limited time. Sometimes, hiring under temporary conditions is in everyone’s best interest. In these circumstances, discussing the contract length explicitly at the time of hire and including terms in the contract is advisable. Too much reliance on temporary staff can hinder your ability to build institutional knowledge, strong member relationships, and consistent management practices in your kitchen. Aim to balance the need for temporary staff with strong leadership and management systems so you can keep the kitchen running smoothly when there is turnover.
Another option is hiring consultants to act as temporary program managers during the launch phase. This gives the program a strong start from an experienced leader who can manage start-up duties, design effective management systems, and train permanent staff. Facilities that hire permanent staff at the outset sometimes hire consultants to draft operational plans, policies, and procedures. This can reduce the workload on managers (or owner-managers), allowing them to focus on recruitment and day-to-day management. Hiring a professional to develop policies can be especially beneficial if staff lack experience writing these documents.
Example Job Description
Reviewing the job descriptions from other shared kitchens can help you craft your posting. Below is an example of a kitchen manager role from Hudson Kitchen, in Kearny, NJ.
- Who We Are: Hudson Kitchen is a food business incubator and education company. We support food and beverage entrepreneurs by providing them with a communal kitchen and collaborative coworking space, mentorship and coaching, networking events, workshops, and training through our Food Business Bootcamp. Hudson Kitchen builds community and fosters growth for budding entrepreneurs because we know food means business, and business drives transformation.
- Location: 9 Basin Drive, Suite 150, Kearny, NJ 07032
- The Role: The Kitchen Manager is responsible for maintaining the 8,000 sq/ft kitchen space and managing the programs that make it run smoothly. This role entails a mix of customer service, administration, and maintenance of the kitchen itself. We are looking for someone to take ownership of the space and deliver an incredible experience for the food businesses working in our facility.
- Who You Are:
- Detail-oriented and empowered to make things right—you see problems and proactively fix them
- A clear communicator—whether training kitchen users about a new policy or working with the health department, you have no trouble explaining our policies and procedures
- IHumble—you won’t hesitate to get your hands dirty and will do what it takes to keep the kitchen running
- Enthusiastic—you are excited to work in food and among food entrepreneurs
- Responsible—you are eager to take ownership and can work easily without direct supervision
- A problem solver—you are able to think on your feet and find solutions
- Primary Responsibilities:
- Provide support to kitchen users working in the space and guide them in observing Hudson Kitchen’s policies
- Oversee and maintain the kitchen programs, including onsite storage, receiving, sanitation and member services
- Maintain kitchen cleanliness. This includes dishwashing, sweeping, mopping, equipment maintenance, cleaning the restrooms and handling trash/recycling
- Apply sound judgment and knowledge of company policies to solve kitchen-related issues, including equipment outages and memberrelated issues
- Manage incoming member communication and sort this into the appropriate work flow
- Complete administration tasks such as, billing, handling incoming mail, etc.
- Secondary Responsibilities:
- Operations/event manager
- Secondary Responsibilities:
- Maintain a food safe environment in the kitchen with respect to the facility, equipment, staff practices, and member practices
- Oversee and support of all guests in the kitchen including inspectors, vendors, and tradespeople
- Lead tours and guide kitchen users through our kitchen orientation program
- Your Skills and Experience should include:
- Work experience in a kitchen or food service role
- Work experience in a customer facing role, preferred
- Ability to communicate clearly and thoughtfully (both written and verbally) with our members
- Ability to lift at least 50 pounds and be actively on your feet for an eight hour shift
- Proficient in Microsoft Office (Word, Excel)
- Food safety manager certification a plus
- Knowledge of facility maintenance a plus
- Spanish speaking a plus
- Other Qualifications:
- Willingness to work evenings and weekends
- Outgoing personality
- Status/Compensation: Full-time; $XX per hour based on experience
Final Thoughts
Staffing a shared kitchen is critical to ensuring smooth operations and long-term success. Whether you’re starting with just a few team members or managing a larger operation, the roles you establish— from kitchen managers to administrative staff—will directly impact the day-to-day functioning and community experience of your kitchen. Effective management requires balancing facility oversight with member relations, compliance, and a focus on growth. Key positions like kitchen managers must handle everything from scheduling to safety protocols while fostering a collaborative environment for the kitchen’s users. When starting a new kitchen, hiring incubation staff early will enable you to build a cohort of entrepreneurs ready to launch and grow in your kitchens. Thoughtful, strategic hiring will ensure your team is prepared to manage the kitchen’s operations and its broader mission, creating a space that serves your business and your community effectively.
As we move forward, we shift our focus to Contracts, Risk Management, and Insurance—essential pillars for protecting your kitchen from unexpected challenges. With strong contracts and risk management in place, you can secure the long-term viability of your shared kitchen and maintain an efficient, well-run operation. You’d be surprised, but effective contracts and clear policies are crucial not only for protecting your kitchen but also for setting your staff up for success. If you need support or are unsure where to start, consider reaching out to other shared kitchens through the Network for Incubator and Commissary Kitchens (NICK). Many members are willing to share job descriptions, insights, and best practices to help you build the right team.
