Admin Coordinator / Licensing Coordinator

The admin Coordinator / Licensing Coordinator supports the end-to-end licensing approval process, working closely with licensors, brand owners, internal teams and retailers. The role coordinates product submissions and samples from initial concept through to final production, maintains accurate approval records, follows up outstanding comments and ensures all required approvals are completed before products reach stores.

The position also provides broader administrative support across Licensing, including organising samples, assisting Finance with royalty queries, supporting Graphics with licensor requests, preparing information for external presentations and maintaining licensing calendars for Sales.

Key Responsibilities:

Liaison with internal and external stakeholders including licensors, brand owners, agents, marketing companies, other licensees and retailers.

Must be very organized, self-motivated and pro-active, eye for detail is essential as well as being able to work in a fast-moving team environment.

APPROVALS

Co-ordination of licensing approvals from initial concept through all sample stages and archiving after final production is completed.

Keep up to date records of all approvals, including each stage of submission, comments and approvals.

Accurate processing of licensor online forms for submissions, following up comments and monitoring all stages (both internally and externally).

Work with Production Teams to ensure all samples received and submitted to licensors are correct (base colours, print/embroidery colours and designs as well as packaging etc).

Following Up and maintaining approvals both internally and externally to ensure that the entire approval process is completed before product is delivered to store.

ADMINISTRATION

Organising and sending samples for marketing, competitions, additional licensor samples and any other sample requests outside of the approval process.

Assist Finance Department with all questions in regards to royalty reports in a timely manner.

Assist Graphics Department with any style guide updates or art requests from the licensors.

Assist in collecting information and creating presentations for external parties, eg licensors, brand owners and retailers.

Assist to collate and maintain licensing calendars for Sales Teams.

Other general administration tasks as requested.

Candidate Requirements:

Must be very organizes, self-motivated and pro-active.

Must have good attention to detail.

Must have strong computer skills.

Must have ability to manage time and priorities.

Excellent written and verbal communication skills required.

Ability to work unsupervised and as part of a team.

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