Job Description

Location: Markham, Ontario

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Job Summary :
This is an ideal entry-level position to begin a career for someone with a passion for law and business. The Franchise Legal Assistant will work closely with the current Franchise Legal Coordinator and Manager, Franchising to coordinate appropriate paperwork and documentation for Pet Valu franchisees. The successful candidate will interact regularly with a wide range of external contacts including banks and lawyers.

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 interpersonal skills with a pleasant and outgoing telephone/email manner
• 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 \xe2\x80\x9cpitch in\xe2\x80\x9d 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 (\xe2\x80\x9cFDD\xe2\x80\x9d) 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 \xe2\x80\x9cStatement of Material Change\xe2\x80\x9d documents as necessary.
  • Maintain tracking of delivery, sign-back of receipt and \xe2\x80\x9ccooling-off period\xe2\x80\x9d, 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

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