What are the responsibilities and job description for the Franchise Administration Coordinator position at Tropical Smoothie Cafe and Careers?
POSITION SUMMARY
The Franchise Administration Coordinator plays a key role in the organization’s franchise administration function, which manages the documentation, compliance requirements, operational processes, and recordkeeping for franchise agreements and franchisee relationships, ensuring that all franchise transactions and documentation are accurate, compliant, and properly executed from start to finish. This position partners closely with the Franchise Development, Operations, and Legal teams to manage all aspects of the franchise agreement lifecycle, with particular emphasis on transfers and renewals.
The ideal candidate possesses strong project‑management abilities, excellent attention to detail, and the flexibility to assist across departments as needed. This position requires exceptional organizational and interpersonal skills and a proactive, solutions‑oriented approach.
This is a non-exempt position reporting to the Senior Manager of Franchise Administration.
ESSENTIAL JOB FUNCTIONS
- Ensure compliance with FTC regulations regarding the Franchise Disclosure Document (FDD) and all franchise agreements.
- Coordinate all aspects of franchise licensing, including drafting, issuing, and executing franchise agreements, amendments, assignments, promissory notes, and related legal documents.
- Review purchase agreements, management agreements, and other transaction documents to identify relevant franchisor terms and requirements.
- Verify franchisee entity structures and authority by reviewing corporate documents and utilizing Secretary of State databases.
- Track, manage, and facilitate the full execution process for agreements, including obtaining signatures, payments, approvals, and missing documentation.
- Maintain accurate records of franchisees’ compliance with minimum insurance requirements in coordination with external vendors.
- Record, update, and audit franchisee information in CRM systems and other company databases to ensure accuracy and completeness.
- Prepare periodic data reports and extract information from CRM and other databases as needed.
- Create, maintain, and update electronic signature templates and workflows within the company’s e‑signature platform.
- Collect, safeguard, and maintain confidential franchisee records, including financial statements, corporate filings, insurance certificates, and lease documents.
- Assist in developing and improving Franchise Administration processes and documentation.
- Collaborate with franchise buyers and sellers, real estate agents, brokers, and lenders to support timely approvals and successful business transactions.
REQUIRED EDUCATION, EXPERIENCE AND SKILLS
- Bachelor’s degree from an accredited college or university.
- Experience in franchise administration is preferred, but not required.
- Advanced proficiency in Microsoft Office and the MS Office Suite.
- Experience with CRM systems, project‑management tools, or e‑signature platforms is a plus.
- Ability to work effectively in a fast‑paced environment with independence, adaptability, and professionalism.
- Strong focus and ability to manage multiple tasks and projects simultaneously.
- Exceptional attention to detail, accuracy, and adherence to defined processes and checklists.
- Strong written and verbal communication skills.
- Ability to solve problems, clarify ambiguity, and develop process‑driven solutions.
- Strong collaboration skills with the ability to build working relationships across departments.
- Proficiency in project management and organizational practices.
- High degree of excellence in reporting, data handling, and document management.
- Demonstrated commitment to corporate values, brand representation, and a team‑oriented mindset.
- Experience in copywriting or editing is a plus.
WORKING CONDITIONS
- Must be comfortable working in a collaborative, fast-paced environment.