Torchora
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Franchise Administrator

💰 $55,000 - $75,000

AdministrationOperationsFranchise ManagementBusiness Support

🎯 Role Definition

As our Franchise Administrator, you will be the organizational backbone of our franchise department. Your mission is to provide exceptional administrative and operational support to our network of franchisees, ensuring they have the resources and information needed to thrive. You will manage key aspects of the franchisee lifecycle, from onboarding and agreement management to ongoing compliance and support, acting as the primary point of contact for all administrative inquiries. This position requires a blend of meticulous attention to detail, outstanding communication skills, and a commitment to upholding our brand standards across the entire system.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Coordinator or Specialist
  • Operations Coordinator
  • Paralegal or Legal Assistant

Advancement To:

  • Franchise Operations Manager
  • Franchise Business Consultant
  • Franchise Development Manager

Lateral Moves:

  • Compliance Specialist
  • Corporate Trainer
  • Operations Analyst

Core Responsibilities

Primary Functions

  • Manage the end-to-end administration of franchise agreements, including drafting for execution, tracking critical dates, and meticulously processing renewals, transfers, and terminations.
  • Serve as the primary administrative point of contact for the entire franchise network, responding to franchisee inquiries promptly and professionally, and escalating complex issues to the appropriate department.
  • Drive the new franchisee onboarding process, including collecting and verifying all required legal and financial documentation, coordinating background checks, and ensuring a smooth, welcoming transition into the system.
  • Maintain and ensure the integrity of the central franchisee database or CRM system (e.g., FranConnect), regularly updating contact information, ownership details, and compliance records.
  • Facilitate the timely collection, processing, and reconciliation of royalty payments, advertising fees, and other franchise-related financial transactions, generating invoices and following up on delinquencies.
  • Champion brand consistency by monitoring franchisee compliance with operational standards, brand guidelines, and contractual obligations through regular audits, reporting, and follow-up.
  • Prepare and distribute the Franchise Disclosure Document (FDD) to prospective franchisees, ensuring all legal and regulatory requirements for disclosure are met with 100% accuracy.
  • Generate and distribute regular and ad-hoc reports on key franchise metrics, including sales performance, royalty collections, and compliance status, for senior leadership.
  • Coordinate the logistical planning and execution of key franchise-related events, such as annual conventions, regional meetings, and training webinars, managing invitations, materials, and schedules.
  • Manage all administrative aspects of the franchise resale process, guiding both selling and buying parties through the transfer of ownership in accordance with company policy and legal requirements.
  • Act as a central hub for communication, expertly drafting and disseminating important updates, newsletters, and operational memos to the franchise community.
  • Provide robust administrative support to the Franchise Business Consultants and the broader franchise development team to help facilitate and accelerate network growth.
  • Assist in the development, version control, and maintenance of the company's confidential operations manuals, training materials, and other critical franchisee resources.
  • Liaise with legal counsel on franchise-related legal matters, including state registrations, contract updates, and compliance issues, ensuring clear and efficient communication.
  • Diligently manage insurance certificate tracking for all franchise locations, ensuring current and adequate coverage is maintained at all times to mitigate risk.
  • Administer the opening and closing checklists for franchise locations, ensuring all procedural steps are completed, documented, and properly filed.
  • Support the marketing department by administering the national advertising fund, tracking contributions, and fielding franchisee inquiries related to co-op marketing programs.
  • Process and manage vendor registrations and relationships that are essential to franchisee operations, ensuring a seamless and approved supply chain.
  • Handle sensitive and confidential information with the utmost discretion, particularly regarding franchisee financial data, personal information, and legal documentation.
  • Develop and implement improvements to administrative processes and workflows within the franchise department to increase efficiency and enhance franchisee support.
  • Conduct state registration filings and annual renewals to ensure the company is legally compliant to offer and sell franchises in all designated territories.
  • Resolve low-to-mid-level franchisee administrative issues with a solutions-oriented approach, fostering positive relationships and reinforcing the value of the franchisor support system.

Secondary Functions

  • Support the franchise sales team by preparing discovery day materials and coordinating schedules for prospective franchisee visits.
  • Assist in compiling research and data for market analysis to identify potential new territories for franchise expansion.
  • Contribute to cross-functional projects that impact the franchise network, representing the administrative needs and perspective of the department.
  • Participate in the testing and rollout of new technologies or software platforms intended for use by franchisees, providing valuable user feedback.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in CRM software, particularly franchise-specific platforms like FranConnect or equivalent systems for managing relationships and data.
  • Advanced skills in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), especially using Excel for financial tracking, reporting, and data analysis.
  • Experience with contract management systems and a strong understanding of legal document administration and lifecycle management.
  • Solid financial acumen for managing royalties, fees, processing invoices, and generating accurate financial reports.
    An understanding of Franchise Disclosure Documents (FDDs) and familiarity with state-specific franchise regulations and registration processes.
  • Data analysis and reporting skills, with the ability to create dashboards, track KPIs, and translate data into actionable insights.
  • Experience with project management software (e.g., Asana, Monday.com, Trello) to track complex processes like new openings and transfers.

Soft Skills

  • Exceptional organizational and time-management skills, with a proven ability to manage multiple competing priorities in a fast-paced environment.
  • Outstanding written and verbal communication skills, demonstrating the polish and professionalism to interact effectively with business owners, executives, and legal counsel.
  • Meticulous attention to detail and a commitment to a high degree of accuracy in all work, from data entry to contract review.
  • Strong problem-solving abilities, resourcefulness, and a proactive, "can-do" attitude toward challenges.
  • Excellent interpersonal skills and a natural ability to build strong, collaborative, and trusting relationships with franchisees and internal stakeholders.
  • A high level of discretion, integrity, and professionalism when handling confidential and sensitive business information.
  • A genuine customer-service orientation with a passion for supporting the success and profitability of our franchise partners.
  • Adaptability and resilience, with the capacity to navigate ambiguity and embrace change in a growing organization.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree in Business Administration, Paralegal Studies, or a related field, or equivalent professional experience.

Preferred Education:

  • Bachelor's Degree in Business Administration, Management, Communications, or Finance.

Relevant Fields of Study:

  • Business Administration
  • Law/Paralegal Studies
  • Communications

Experience Requirements

Typical Experience Range:

  • 3-5 years of experience in a high-level administrative, operations support, or paralegal role.

Preferred:

  • 2+ years of direct experience within a franchise system or in a role that involves heavy contract administration and multi-unit business support is strongly preferred.
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