DESCRIPTION:
The Franchise Administrator plays a critical role in supporting and scaling the franchising department. This position is responsible for managing key franchise administration processes, maintaining franchise documentation and data, supporting franchisee onboarding and territory development, and serving as a trusted resource for franchisees and internal teams. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable taking ownership of important processes with limited oversight.
Key Responsibilities:
Own and coordinate day-to-day franchise administration activities, ensuring deadlines, documentation, and franchisee needs are managed accurately and efficiently.
Guide franchisees through the territory definition and approval process using company guidelines, mapping tools, market data, and internal resources.
Assist franchisee onboarding from agreement execution through completion of required documentation and internal handoffs.
Maintain accurate and current franchise agreements, renewals, amendments, transfers, disclosure documents (FDDs), and related records.
Maintain franchise databases, digital filing systems, territory records, trackers, and reporting tools.
Develop and improve administrative processes, documentation, checklists, and standard operating procedures to support department growth and scalability.
Identify gaps, risks, and opportunities for process improvement and recommend solutions to department leadership.
Serve as a knowledgeable point of contact for franchisees, providing timely, professional, and solutions-oriented support.
Build strong relationships with franchisees and internal stakeholders to create a positive and consistent franchisee experience.
Coordinate across departments to ensure franchisee information, documentation, approvals, and key milestones are communicated appropriately.
Prepare and maintain spreadsheets, reports, dashboards, and other tracking tools used to monitor franchise activity and department priorities.
Support department leadership with special projects, franchise initiatives, research, and operational priorities.
Help cross-train team members and document critical processes to ensure continuity and appropriate coverage of key franchise functions.
Provide professional support for franchisees, candidates, vendors, and other visitors interacting with the department.
Perform other related duties as assigned.
Basic Qualifications:
5+ years of administrative, franchise operations, business operations, project coordination, or related professional experience.
Demonstrated ability to manage multiple priorities, deadlines, and detailed processes independently.
Strong organizational skills with exceptional attention to detail and follow-through.
Excellent written and verbal communication skills.
Strong interpersonal skills and a demonstrated commitment to providing an exceptional customer or franchisee experience.
Ability to identify process gaps and develop practical, scalable solutions.
Strong proficiency with Microsoft Office, particularly Excel, Word, and PowerPoint.
Proficiency with Google Workspace, including Drive, Sheets, and Docs.
Experience maintaining databases, records, reporting tools, and/or document management systems.
Ability to handle confidential and sensitive business information with professionalism and discretion.
Ability to work in the office during regular business hours, Monday-Friday.
Passion and enthusiasm for Kona's culture and mission to Be Good. Do Good. For Good.
Preferred Qualifications:
Associate's or bachelor's degree in business administration, operations, management, or a related field.
Previous experience within franchising, franchise operations, legal administration, contract administration, or a multi-unit business environment.
Experience supporting a growing department or building processes in a rapidly scaling organization.
Experience with franchise management systems, CRM platforms, mapping/territory tools, or similar business systems.
Experience developing SOPs, process documentation, training materials, or department workflows.
What Success Looks Like:
The Franchise Administrator becomes a trusted owner of critical franchise processes and a reliable resource for both franchisees and internal teams. Success in this role means franchise records and processes are accurate and organized, franchisees receive responsive and consistent support, key responsibilities have appropriate backup coverage, and the department is increasingly equipped with the systems, documentation, and processes needed to scaleREQUIREMENTS3-5+ years administrative support experience Associates or Bachelors DegreeKona Ice is the nation's leading mobile food and beverage franchise, with over 2000 franchises serving communities across the country and 3 distinct brands - Kona Ice, Travelin' Tom's Coffee and Beverly Ann's Cookies. For 18 years, we've been creating memorable experiences at sports tournaments, birthday celebrations, school events, and community gatherings while giving back more than $200 million to local communities. As the #1 ranked franchise by Franchise Business Review, we're expanding with our innovative mobile coffee concept and developing proprietary software solutions that are revolutionizing mobile businesses.
