Contract and Compliance Administrator

Tommy’s is looking for a Contract & Compliance Administrator to manage matters relating to preparing, delivering, signing and maintaining franchise agreements and related contracts for all franchisee partnerships. Responsibilities will include new franchise offerings, transfers, renewals, and terminations. Further responsibilities include ensuring franchisee compliance with certain contract obligations, collecting and updating franchisee data and records, and drafting notices to the franchisees as required. The ideal candidate will demonstrate an ability to communicate effectively with team members, external legal partners, and clients.

What can Tommy's offer you?

• Base pay and eligibility for annual profit-sharing bonus
• Full insurance package including Health, Dental, Vision, Life, Disability, Employee Assistance
• 401k match and complimentary financial planning services
• Paid time off and paid holidays
• Opportunity for continued education and tuition assistance
• Valuable learning and development program
• Significant ability to grow internally for motivated and strong performing team members
• Fun, energetic, family-oriented work culture with an emphasis on team member morale
• Growing nationwide brand / presence

Position Responsibilities

Ownership and execution of Franchise Documentation and Processes

• Create and maintain documents, filings, and records related to franchisee relationships, contracts, agreement data, financial reports, and ownership information with accuracy and urgency, including effective contract lifecycle management.
• Prepare franchise agreements using Tommy’s standard templates and participate in negotiations as needed.
• Ensure prompt countersignature and return of all agreements and supporting documentation required for transaction completion.
• Ensure accurate and timely filing of all franchise documents and provide copies to stakeholders as appropriate.
• Partner with the operations team to manage franchisee compliance processes, including reviewing compliance reports and preparing related communications.
• Support the annual Franchise Disclosure Documents (FDD) and Franchise Agreement renewal process.

Relationship Management and Communication

• Build and maintain strong relationships with franchise partners, identifying key stakeholders within partner organizations to facilitate effective execution of documents.
• Prepare and distribute internal and external correspondence (letters, notifications, memos, reports, etc.) related to franchise agreements and transactions in a timely and accurate manner.
• Communicate regularly and effectively with internal and external contacts to provide instruction or explanation regarding contractual obligations, processes, and impacts while maintaining confidentiality.
• Follow appropriate escalation protocols, engaging team members and leadership at the right time.

Legal and Compliance Support

• Collaborate with in-house and external attorneys, engaging experts as needed (e.g., Franchise Attorney).
• Support the legal team in connection with franchise-related disputes and litigation.
• Research franchise laws and stay current on franchise administration best practices and procedures.
• Support governance processes and act as point person for annual filings.
• Collaborate with the in-house legal team to draft, review, and manage commercial agreements, ensuring consistency, compliance, and effective contract administration.
• Build and share knowledge to maintain an understanding of current practices, internal process changes, and contract templates.
• Develop and maintain deep expertise in franchise agreements, compliance processes, and related administrative procedures.
• Proactively identify and suggest ideas for continuous improvement to the franchise administration process.
• Perform other duties as assigned; responsibilities may change at any time with or without notice.

Position Qualifications & Candidate Attributes

• Education in legal or paralegal studies, bachelor’s degree preferred
• 5 years of experience as a corporate paralegal and managing/administering contracts, preferably within a franchise environment
• Experience with electronic signature programs (e. g., AdobeSign, Excel mail merge, Smartsheet, and other data analysis tools a plus
• Process-oriented and strong collaborator with ability to communicate and manage well at all levels of the organization and across various departments
• Ability to successfully prioritize and multi-task in a fast-paced environment to meet deadlines and complete projects with accuracy and urgency
• Highly adaptable with strong problem-solving and critical thinking skills; ability to exercise sound judgment and make decisions based on accurate and timely analyses
• High level of detail-orientation, organization, integrity and dependability with a strong sense of results-orientation
• Views client care as high priority
• Outstanding managerial and negotiation skills

Work Environment and Physical Demands

This job operates in a professional office environment. Office hours are Monday through Friday from 8:00am - 5:00pm. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and operates primarily indoors with limited to no travel expectation.

To successfully perform the essential functions of this job, team member must be able to:

• Ability to work and commute in all weather conditions
• Able to move about inside the office to access standard office equipment, etc.
• Remain in a stationary position 50% of the time, alternating between sitting and standing
• Constantly operate a computer and other office productivity machinery such as; keyboard, copy machine and printer
• Ability to move and lift up to 30 pounds
• Able to effectively communicate, listen, detect, converse with, discern, convey, express oneself and exchange information
• Able to walk, bend, twist, turn, stoop, climb steps, reach with hands, use hands to fingers

Company Overview

Tommy's Express is a national franchise for outstanding car washes and car care services. Powered by industry leading technology and decades of experience and planning, Tommy's Express car washes deliver a cutting-edge car wash experience unlike anything you've encountered before. Our fully automatic washes feature advances including the easy-loading car wash dual belt conveyor, wide open car wash bay for natural lighting, advanced presoak and sealer services, and free high-power self-serve vacuums on site.

Tommy’s Express Operations consists of a number of corporately owned Tommy’s Express car wash locations across the country. This is a quickly growing operation with intentions to open or acquire 3-5 new locations per year through the launch of Tommy’s Express Capital, a new private fund strategy.

Tommy Car Wash Systems (“TCWS”) is the power behind our Tommy’s Express equipment. TCWS is a team of passionate car wash professionals working to create opportunities for our partners to become the best car wash operators they can be. We provide modular building designs, robust stainless-steel car wash equipment, an advanced Wash Club license plate reader system, the Tommy Transporter belt, high performance wash detergents, and an industry-leading franchise opportunity. At Tommy Car Wash Systems, we have a solution for almost any size operator. Our team has assisted in the development of hundreds of some of the most successful car washes around the world. Together, Tommy’s Express and Tommy Car Wash Systems make up the Tommy’s Corporate brand, headquartered in Holland, MI.