Franchise Expansion Project Assistant

About the Role
We’re expanding a new franchise brand in the wellness and fitness space and seeking a highly organized Franchise Expansion Project Assistant to support our owner in managing all administrative, operational, and coordination tasks from franchise signing to grand opening.

This role is ideal for a project coordinator, operations assistant, or real-estate-savvy virtual assistant who thrives on structure, accountability, and seeing tangible business launches come to life.

You’ll work directly with the franchise owner to move the project forward each week from scheduling calls and tracking deliverables to coordinating vendors and maintaining organized documentation.

Key Responsibilities
Phase 1 – Discovery & Validation (Weeks 1–4)
? Coordinate and attend franchise validation or discovery meetings
? Take detailed notes, summarize insights, and update shared trackers (i.e budget tracker, status tracker)
? Conduct light financial and market research on comparable franchise buildouts
? Organize documents and maintain readiness checklist for franchise decision
? Compare FDD (Franchise disclosure document) data to validation call data.
? Produce deliverables that assist the owner with making Key decisions.
Phase 2 – Franchise Signing, Funding & Site Selection (Weeks 5–10)
? Track franchise agreement documents, deadlines, and signatures
? Organize franchisor communication in shared folders (Google Drive)
? Assist with funding documentation and SBA preparation
? Coordinate with realtor to identify and evaluate potential sites
? Maintain site comparison dashboard (square footage, rent, visibility, parking)
Phase 3 – Lease Signing & Construction Readiness (Weeks 11–20)
? Manage construction readiness tracker (permits, zoning, timelines)
? Request contractor bids and compile a cost comparison sheet
? Coordinate between architect, general contractor, and franchisor design team
? Track business registration, insurance certificates, and permits
Phase 4 – Pre-Opening & Launch Support (Weeks 21–36)
? Maintain pre-opening checklist and vendor progress updates
? Coordinate franchise training dates and team onboarding
? Assist with light marketing coordination for launch preparation
? Prepare weekly progress reports and track milestone completion
Weekly Workflow
Day

Focus

Deliverable

Monday

1-hour strategy call with owner

Weekly priorities & plan

Tuesday–Wednesday

Document updates, vendor coordination, 1 hour franchise validation call

Progress tracking

Thursday

1-hour progress call with owner, 1 hour franchise validation call

Summary & next steps

Friday

30 mim owner check in and Weekly recap email

Status report & deliverables

Requirements
? 1+ years experience in operations, project management, or executive assistance
? Excellent English communication and documentation skills
? Strong ability to organize, prioritize, and manage multiple deadlines
? Proficiency with Google Workspace (Drive, Sheets, Docs, Meet)
? Experience using project tools such as Notion, Airtable, or Asana is a plus
? Availability for two weekly evening meetings (EST)