Franchising Administrator

Kona Ice; Florence (KY); On-site; USD 40,000 - 60,000; Full time

Job summary

Kona Ice is looking for a Franchise Administrator to support and scale the franchising department. You will manage critical administration processes, maintain franchise data, and guide onboarding and territory development for franchisees and internal teams.

The ideal candidate is highly organized, proactive, and comfortable owning processes with limited oversight, ensuring accurate documentation and strong franchisee relationships.

Qualifications

• 5+ years of administrative, franchise operations, business operations, project coordination, or related professional experience.
• 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 commitment to providing a quality franchisee experience.
• Ability to identify process gaps and develop practical, scalable solutions.
• Proficiency with Microsoft Office, especially Excel, Word, and PowerPoint.
• Proficiency with Google Workspace (Drive, Sheets, Docs).
• Experience maintaining databases, records, reporting tools, or document management systems.
• Ability to handle confidential and sensitive business information with professionalism.

Responsibilities

• Own and coordinate day-to-day franchise administration activities, ensuring deadlines and documentation are managed accurately.
• Guide franchisees through territory definition and approval using guidelines, data, and internal resources.
• Assist franchisee onboarding from agreement to required documentation and handoffs.
• Maintain franchise agreements, renewals, amendments, transfers, and disclosures (FDDs).
• Maintain databases, digital filing systems, territory records, trackers, and reporting tools.
• Develop and improve administrative processes, checklists, and SOPs to support growth.
• Identify gaps, risks, and opportunities for process improvement and recommend solutions.
• Serve as a knowledgeable point of contact for franchisees and internal teams.
• Build relationships with franchisees and stakeholders for a positive experience.
• Coordinate across departments to ensure information and milestones are communicated.
• Prepare and maintain spreadsheets, reports, dashboards, and tracking tools.
• Support leadership with projects, initiatives, research, and priorities.
• Cross-train team members and document critical processes for continuity.
• Provide professional support for franchisees, candidates, vendors, and visitors.

Skills

Administrative experience

Multitasking

Attention to detail

Communication

Interpersonal skills

Process improvement

MS Office

Google Workspace

Data management

Discretion

Education

Associate’s or Bachelor’s degree in business administration or related field

Tools

Franchise management systems

CRM platforms

Territory mapping tools

Document management systems

Job 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 scale

Requirements

3-5+ years administrative support experience

Associates or Bachelors Degree