Legal Administrative Assistant

Legal Administrative Assistant

The Legal Administrative Assistant, or "Franchise Systems Coordinator" is responsible for coordinating and implementing franchise administration, compliance documents, operational processes, document management, and cross-functional initiatives that contribute to the successful operation of Keller Williams franchises. This role serves as a central point of coordination between Franchise Systems, Legal, Operations, Growth, and other internal stakeholders, ensuring franchise agreements, compliance activities, operational projects, records, and reporting, are executed accurately, efficiently, and on time. The Franchise Systems Coordinator provides operational support, maintains critical systems and documentation, tracks projects, and creates visibility into progress, risks, and opportunities for process improvement.

Austin, Texas-based Keller Williams Realty, LLC is the world's largest real estate franchise by agent count with a global network of offices and affiliated agents. The franchise is No. 1 in units and sales volume in the U.S. Since 1983, the company has cultivated an agent-centric, technology-driven, and education-based culture that rewards affiliated agents. If you're ready to join an award-winning team that champions bold innovation, puts people and service at the heart of business, and empowers you to make a real impact, then Keller Williams is where you belong.

Our latest recognition:

• 2026 & 2025 Best Places to Work (Glassdoor)
• 2026 & 2025 Best Place for Working Parents® (Best Place for Working Parents®)
• 2025 America's Most Admired Workplaces (Newsweek)
• 2025 Top Franchises for Women (Franchise Business Review)
• 2025 Best-Led Companies (Glassdoor)

Responsibilities

Franchise Administration & Compliance

• Coordinate the administration of franchise agreements, amendments, transfers, renewals, and related documentation
• Coordinate and monitor compliance processes and procedures to ensure consistency, efficiency, and adherence to company standards and franchise requirements
• Compiles and analyzes franchise operational data, conducts internal research, and prepares supporting documentation for the annual Franchise Disclosure Document (FDD) filing process
• Research historical franchise records and prepare documentation for escalated franchise matters
• Draft, edit, distribute, and maintain franchise-related correspondence, reports, forms, and templates
• Coordinate electronic signature workflows and maintain document templates within approved systems

Operational Coordination & Project Support

• Coordinate cross-functional projects and initiatives involving Franchise Systems, Legal, Growth, Finance, Technology, and other departments
• Maintain project plans, timelines, tracking tools, and follow-up systems to support execution of department priorities. Provide visibility into project status by reporting on progress, obstacles, key deadlines, and support needs
• Create and maintain templates, workflows, dashboards, and reporting tools that improve operational efficiency

Records Management & Analysis

• Maintain, organize, and audit electronic franchise records to ensure accuracy, completeness, and accessibility
• Perform legal and business research related to franchise operations, agreements, and historical records
• Analyze records, agreements, and documentation to identify discrepancies, missing information, or operational concerns
• Exercises independent judgment in reviewing and analyzing insurance certificates, policies, and lease agreements to ensure compliance with franchise requirements and company standards
• Implement document retention, filing, scanning, and records management activities
• Prepare summaries, reports, presentations, and supporting documentation for leadership and stakeholders

Data Management & Reporting

• Maintain databases, CRM records, department tracking systems, and reporting dashboards
• Monitor workflow queues and ticketing systems to ensure timely completion of requests
• Compile and analyze franchise, operational, and compliance data to support decision-making
• Prepare recurring and ad hoc reports for leadership and cross-functional stakeholders

Stakeholder Communication & Process Improvement

• Serve as a liaison between Franchise Systems and internal stakeholders to ensure alignment, accountability, and timely communication
• Respond to franchisee and internal inquiries with professionalism and a high level of customer service
• Coordinate communications, implementation resources, and support materials for Franchise Systems initiatives
• Develop and maintain SOPs, workflows, and process documentation
• Identify and implement process improvements that enhance operational efficiency, reduce risk, enhance compliance, and streamline processes
• Build collaborative relationships with franchisees, regional leadership, and internal partners

Other Duties

• Prepare meeting materials, presentations, and supporting documentation
• Perform special projects and other duties as assigned

Qualifications

Minimum Requirements

• Bachelor's degree. Four (4) years of relevant education and work experience may be substituted for degree
• Minimum of two (2) years of experience in franchise administration, legal administration, operations coordination, project coordination, paralegal support, or related field
• Experience coordinating multiple projects, priorities, and stakeholders simultaneously
• Exceptional attention to detail and accuracy
• Excellent interpersonal, written (grammar, spelling, format) and verbal communication skills
• Strong organizational, analytical, and problem-solving skills
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint
• Strong attention to detail, including proofreading and editing
• Ability to follow multi-step processes, checklists, and work within a defined system with a high degree of accuracy and speed
• Ability to multi-task, independently prioritize, and organize tasks and projects
• A high degree of confidentiality in all situations
• Exceptional customer service skills
• Ability to work cross-functionally and build working relationships through collaboration
• Polished and professional demeanor

Preferred Requirements

• Franchise, legal, compliance, or real estate industry experience
• Paralegal certification or equivalent legal administration experience
• Experience with CRM systems, electronic signature platforms, workflow management

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Physical Requirements

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities as defined by the Americans with Disabilities Act As Amended to perform the essential functions.

• Sitting
• Keyboarding
• Viewing computer monitor

Work Environment

Work is performed in a business office environment. Ability to work extended hours, as required, in support of the company's business needs.