Specialist Franchise Licensing & Compliance

Role Purpose

Perform contractual administration duties related to the issuance and approval of licensing and compliance for all New Development/Conversion license agreements as well as relicensing and change of ownership license agreements. Issue and fully execute franchise licensing agreements and associated legal documents; Compose all addenda to modify terms of the license agreement; Issue all compliance-related documents to the franchise community; track franchise data and ensure that all contract and file documentation is complete and accurate in order to issue a legally defensible license; Responsible for maintaining and updating almost all information in the company’s global database, (GROWTH). Provides consultation and acts as key contact for franchisees on all issues related to franchising and inquiries relating to license agreements. Negotiate comfort letters with franchisees and outside counsel to assist franchisees in obtaining financing. Follow up and collection of contract-related data and collection of fees. Collaborate with internal counsel in preparation of termination agreements for hotels leaving the system due to default, temporary removal, voluntary or mutual termination. Prepare summary of deal terms and hotel history to organize the various components needed to initiate, run, and conclude FCC meetings. Provides guidance, direction and training to the Specialist, Franchise Licensing position. Monitors and provides feedback for a portion of their work.

Key Accountabilities

• Lead and Review the work of Regional Franchise Licensing Specialists by providing mentoring, technical guidance and/or training in daily activities.
• Act as liaison with applicant’s and Franchise Development as needed. Ensure all aspects application are complete, and ensure all aspects of licensing execution to include the collection of license agreements and franchise application fees.
• Receive and review all documents relating to all entities that have an equity interest in the license. Verify all licensing data such as dates, signatures, completion of forms, etc. Send and receive related licensing documents to internal contacts for various forms of approval (Credit, Risk Management, F&B, Franchise Approval Committee, Legal) and follow up to ensure all documents are complete and correct. Enter all franchise license data into Growth, and ensure system is continually updated with the status of licensing changes.
• Review and approve all principal franchising documents and correspondence slated for issuance and execution, including license agreements, comfort letters, default letters, termination letters, etc. to ensure compliance with internal and external laws, rules and regulations.
• Conduct fact-finding research of franchise entities to determine the appropriate contact with binding authority for licensing agreements. 
• Draft addenda to license agreements throughout term of licenses and follow up for completion. Continually update retention system and database to reflect ongoing changes to the hotel/license data.
• Serve as contact for licensees or representatives of licensees for information relating to the execution of a license agreement. Facilitate smooth progression through the license agreement or revision process.
• Work with lenders or attorneys to issue and negotiate comfort letters (allowing mortgage holders to acquire a license agreement in the case of franchisee foreclosure or bankruptcy) in connection with loans to licensees. Negotiate language in the comfort letter with lenders and franchisees, making changes to the procedures in place in the comfort letter in order to protect IHG and/or the mortgage company in case a bankruptcy or foreclosure occurs.
• Work with managers, development, and legal to issue and negotiate license terms if needed per deal write up. 
• Issue failure, default, and termination letters in connection with licensees not meeting system/license requirements. 
• Gather and compile appropriate data for the licensure process from external research sources (ex. Look up registration of an entity with Secretary of State’s office). Review and interpret organizational documents for each entity that is involved in equity ownership.
• Maintain information entered in company database for hotels and entities in an assigned territory.
• Review Expiration Report and issue all courtesy and state required non-renewal notices within the appropriate timeframes.
• Communicate with Sales and HPS to send extension letters to existing properties.
• Collect fees and submit all Property Improvement Request for the re-licensing of hotels.
• Compile, audit and present all key information being reviewed by FCC members for Franchise Compliance Committee meetings
• Monitor hotels through the opening process. Ensure the licensee is complaint with the license agreement prior to the hotel opening in the system. Prepare NHOP Advisory Memo. Open the hotel in GROWTH.
• Follow up with internal contacts for various forms of approval (i.e. Area Manager, Franchise Sales, HPS, etc) for hotels opening in the system.
• Manage accurate Principal Correspondent records and facilitate appropriate process to update as needed.
• Provide applications and Franchise Disclosure Documents for change of ownerships of hotels in the pipeline.
• Issue and execute all special agreements including Deceased letters, Promissory Notes, Master Technology Agreement, Corporate Monitors, and Enhancements, etc.

Key Skills & Experiences

Education –

Bachelor’s or Master’s Degree in Business or a related field of work, or an equivalent combination of education and work related experience.

Experience –

2 to 5 years progressive work-related experience in legal or franchise administration, 1 to 2 years work-related experience in the Franchise Licensing Specialist position, banking administration, contract administration, or similar, with demonstrated technical proficiency related to the position.

Technical skills and Knowledge –

• Demonstrated ability to use consultative or persuasive communication skills to effectively resolve compliance and other issues associated with licensing.
• Demonstrated ability to mentor and train lower-level staff members in departmental processes & procedures.
• Demonstrated knowledge of PC-based software programs.
• Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence.
• Demonstrated strong writing and reading comprehension skills for purposes of drafting, compiling, or interpreting legally binding license agreements and financial letters
• Demonstrated understanding of contractual agreements and demonstrated ability to administer ongoing contracts or similar detail-oriented projects.
• Demonstrated attention to detail, time management skills, and organizational skills
• Demonstrated ability to interpret state regulations for contract compliance and to read and interpret supporting documents (i.e. leases, provisions, license restrictions, credit approvals, guaranty, etc.).
• Demonstrated knowledge of the license agreement, compliance and supporting documents to review and approve of documents issued and executed by Licensing Specialist
• Demonstrated ability to work independently