Licensing Coordinator

Key Responsibilities

• Vendor, Agent & Partner Support
• Support relationships with key vendors, partners, suppliers, and service providers.
• Handle user access requests and removals for the organization’s licensing software platform.
• Help coordinate day-to-day communications and logistics with licensing agents and external consultants.
• Aid in follow-ups, information sharing, feedback collection, and issue escalation as needed.
• Contracts, SOWs & Billing Coordination
• Aid in preparing, tracking, and organizing Statements of Work, contracts, agreements, and related documentation in collaboration with Legal and Finance.
• Track invoices, purchase orders, and billing schedules to support timely processing and efficient workflows.
• Maintain organized records of contracts, agreements, invoices, and vendor information.
• Update and maintain budget documents, including monthly updates and reconciliations.
• Tradeshow, Event & Meeting Coordination
• Serve as a key point of contact for organizing meetings and coordinating logistics related to tradeshows, industry events, partner meetings, and other licensing activities.
• Ensure smooth planning, communication, and execution across participating stakeholders.
• Project, Asset & Material Support
• Support licensing projects by tracking timelines, deliverables, approvals, and outstanding action items.
• Coordinate licensed-product samples, creative assets, and other materials.
• Aid in preparing trade marketing materials, newsletters, presentations, sales materials, and other resources supporting outreach efforts.
• Support the documentation, tracking, and follow-up process with external legal teams regarding counterfeit goods and potential intellectual-property violations.
• Operational & Administrative Support
• Maintain internal trackers, databases, shared folders, and documentation related to licensing operations.
• Ensure licensing activities follow established internal processes, procedures, and guidelines.
• Support meeting scheduling, preparation, and organization as needed.
• Cross-Functional Collaboration
• Collaborate with internal teams such as Legal, Finance, Marketing, Product, Brand, and Creative to support licensing initiatives.
• Provide general coordination and administrative support to the Licensing team as needed.

Experience & Skills

• Two to four years of experience in an assistant, coordinator, operations, or administrative-support role.
• Strong organizational skills and close attention to detail.
• Experience managing calendars, meetings, logistics, action items, and follow-ups.
• Clear and effective written and verbal communication skills.
• Comfort working with spreadsheets, trackers, databases, and shared documentation.
• A proactive, reliable, adaptable, and collaborative working style.