Franchise Paralegal

The Franchise Paralegal supports the legal work of the franchise development team. This role prepares and maintains the Franchise Disclosure Document and the franchise agreement set, manages state registration and renewal filings so the company can lawfully offer and sell in every state where it operates, and keeps the franchise legal record complete, current, and audit-ready. All work is performed under the direction and supervision of Legal Counsel and the division leader.

The primary focus of this role is to assemble and file franchise registration and renewal applications to deadline, prepare franchise agreements and related documents from Counsel-approved templates, control the disclosure process so every prospect is disclosed and documented correctly, and maintain the executed document and trademark records for the system.

This position combines legal document preparation, regulatory filing administration, records and version-control discipline, deadline management, and clear communication with internal partners and outside counsel. It calls for precision on documents that are relied on externally, and the judgment to recognize where paralegal support ends and legal advice begins.

Key Competencies

Regulatory and Contract Knowledge, Drafting and Documentation Accuracy, Deadline and Calendar Management, Analytical Thinking, Planning and Priority Setting, Communication, Discretion and Professional Judgment, Confidentiality and Integrity

Duties & Responsibilities

• Prepare the annual Franchise Disclosure Document update under the direction of Legal Counsel, coordinating input from Finance, Operations, and Franchise Development, and maintaining version control so that only the current FDD is ever in circulation.
• Prepare and submit franchise registration, renewal, amendment, and exemption filings for every franchise registration state, assembling exhibits, financial statements, and required state forms, and filing within each state's deadline.
• Maintain the franchise registration and renewal calendar, provide advance notice of upcoming deadlines, and track effective dates and expirations so that no offer or sale is made in a state where registration has lapsed.
• Track examiner comment letters, prepare draft responses for Counsel's review, and monitor each application through to effectiveness.
• Prepare and file material change amendments promptly when a change requires one.
• Issue the FDD to prospective Franchisees and document delivery so that the fourteen-calendar-day disclosure period is satisfied and evidenced before any agreement is signed or any payment is accepted.
• Apply the additional seven-calendar-day review period whenever a completed agreement is delivered, or terms are materially changed, after initial disclosure.
• Maintain the FDD receipt log and disclosure audit trail so that compliance can be evidenced for any transaction on request.
• Review franchise sales and marketing materials against the FDD and escalate financial performance representations that are not supported by Item 19 to Legal Counsel before use.
• Prepare franchise agreements, area development agreements, amendments, transfers, renewals, guaranties, releases, and related documents from Counsel-approved templates, and route them for review and signature.
• Manage the execution process end to end — confirming that every exhibit, schedule, and signature block is complete, obtaining countersignature, and distributing fully executed copies to the Franchisee and the internal file.
• Maintain the executed agreement record for every location, including amendments, transfers, terminations, renewal windows, and expiration dates.
• Maintain trademark registration, renewal, and specimen records, and support filings and responses with outside trademark counsel.
• Maintain entity records, good-standing filings, registered agent details, and business licenses relevant to franchise operations.
• Coordinate with outside counsel on filings, matter status, and invoices, and keep an accurate record of open matters.
• Partner with the Franchise Systems and Support Manager to define the legal document data, expiration alerts, and reporting the franchise database must carry.

This job description outlines the general duties and responsibilities for the position. Other duties may be assigned as needed.

Qualifications

• Associate's or Bachelor's degree, or a paralegal certificate, and three to five years of paralegal, legal assistant, contract administration, or franchise administration experience. Franchise, hospitality, or multi-unit retail experience is a plus. 
• Working knowledge of the FTC Franchise Rule, Franchise Disclosure Documents, and state franchise registration and relationship laws — or demonstrated ability to learn and apply a regulatory framework accurately and consistently.
• Experience preparing and filing regulated documents to a fixed deadline, including exhibits, version control, and audit trails.
• Ability to manage a filing calendar with statutory deadlines alongside competing priorities in a fast-paced environment.
• Strong analytical and problem-solving skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite and technology-based systems, including document, contract, or matter management platforms.
• A clear understanding of the boundary between paralegal support and the practice of law, and the judgment to escalate early.
• Demonstrated alignment with the company mission and core values.

Physical Requirements:

• Ability to perform work in a hybrid office and remote environment, including prolonged periods seated at a desk and working on a computer
• Ability to operate standard office equipment and communicate effectively by phone, email, and video conference
• Ability to occasionally lift, carry, or move office materials weighing up to 15 pounds, with or without reasonable accommodation

Hana Brands is an Equal Opportunity Employer