Franchise Legal Assistant

2 weeks ago

Markham, Canada Pet Valu Full time

Location: Markham, Ontario

**Job Description**:
Job Summary:
Job Specifications:
Education & Experience:

- University or College education, with a focus in business, commerce, and/or legal administration
- 2+ years in an office environment: legal or administration office experience an asset
- Experience drafting and administering contracts and legal documents, an asset

Unique Skills:

- Strong organizational ability and follow-up skills
- Ability to multi-task and handle several files/projects at once
- Excellent verbal and written communication skills and comfort in dealing with all levels of stakeholders inside and outside the organization
- Ability to proofread large quantities of written work with a great eye for detail
- Excellent time-management skills and ability to adhere to multiple, time-sensitive deadlines
- Good sensibility regarding handling of confidential information
- Proficiency in Microsoft Office programs including: Word, Excel and Outlook
- Proficiency in DocuSign is an asset
- Flexibility and a willingness to “pitch in” on projects as required

Job Duties:
Administrative Support:

- Assist franchisees and/or their lawyers on the process for the full and accurate completion of paperwork relating to franchise renewals and sublease extensions
- Answer general inquiries from franchisees, and escalate to the Franchise Legal Coordinator or appropriate executive any question or concern presented by a franchisee which are beyond the scope of the role.
- Provide direction to franchisees, or their legal representatives, on how to complete their paperwork correctly.
- Maintain and update franchisee information (name, address, birthdays, etc.), as well as correspondence in the database for ease of retrieval.
- Update appropriate track sheets for special deals, inventory agreements with the bank, franchise deposits, outstanding items, and archive files.
- Create customer numbers in NAV software for store activity and complete actions required on the new store checklists and conversion steps for corporate sales or repurchases.
- Save appropriate correspondence to case files as directed

Document Creation:

- Franchise Renewals
- Keep track of all of the renewal dates for the year, and place reminders for 6 months out to begin the renewal process.
- Prepare renewal condition letters to send to franchisees prior to renewal.
- Once confirmed, send out the Franchise Disclosure Document (“FDD”) for their renewal.
- Create the renewal documents for execution, and arrange for franchisee execution and return of all renewal documents.
- Communicate with finance department to update accounting system, arrange the renewal fee to be collected and a payment plan to be set-up, once renewal is confirmed.
- Sublease Extensions
- Keep track of renewal dates for expiring leases and prepare sublease amending agreements to reflect renewals in a timely manner.
- Prepare sublease agreements to reflect address and size changes for store expansions and relocations.
- Arrange for franchisee execution and return, and follow up as required.
- Franchise Disclosure Documents (as requested to support the franchising department)
- Coordinate delivery of FDD to prospective franchisees.
- Prepare and send out “Statement of Material Change” documents as necessary.
- Maintain tracking of delivery, sign-back of receipt and “cooling-off period”, and follow up when required to ensure efficient time frames for store activity.
- Franchise Repurchases
- Conduct security searches to collect information about any liens on the assets Pet Valu is repurchasing.
- Coordinate with the operations and finance departments to set a closing date.
- Assist the Franchise Legal Coordinator in preparing closing documents in a timely manner to meet repurchase deadlines.
- Franchise Sales and Transfers
- Assist Franchise Sales Coordinator with performing Backcheck and credit criminal reference checks.
- Assist Franchise Legal Coordinator with assembling documentation for corporate resales, new sales, and transfers

CORPHIRE

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