Licensing Project Coordinator

About the Role

Our client, a well established brand and licensing organization, is looking for a Retail Project Coordinator to join their team. This role supports the Retail Project Manager in the day to day execution of band and brand submissions, approval tracking, and compliance documentation. You'll work closely with sales teams and license partners to keep submissions moving, records accurate, and deadlines on track.

This is a great opportunity for someone who is highly organized, detail oriented, and comfortable managing multiple licenses and retail accounts at once in a fast paced, deadline driven environment.

What You'll Do

Submissions and Approvals

• Track item submissions across portals, monitor approvals, rejections, and revisions, and relay updates to the sales team
• Keep submission status current in Asana and internal tracking documents
• Prepare and process submission packages for licensor review
• Communicate deadlines, approval status, and outstanding items to sales and licensors
• Follow up with licensors on pending approvals and flag delays before they become deadline risks

Contract and License Compliance

• Maintain the license tracking database with accurate, up to date information
• Track contract dates, sell off rights, territory restrictions, approved product categories, and renewal timelines
• Coordinate sample shipments to licensors per contractual requirements
• Monitor contract expirations and flag upcoming renewals or expirations
• Maintain records of approved retail channels and distribution restrictions
• Support building and updating brand guides (training provided)
• Organize and file project documentation and approval records

Cross-Functional Coordination

• Serve as a point of contact for sales team status inquiries
• Coordinate with e-commerce and licensing teams on shared licenses
• Support meeting prep, including agendas and status updates
• Assist with trade show prep, logistics, and deliverable tracking

Administrative Support

• Provide scheduling, correspondence, and task tracking support to the Retail Project Manager
• Help prepare client-facing materials, presentations, and reports
• Maintain organized digital filing systems for licenses, contracts, and brand guides

What You Bring

• Bachelor's degree in a relevant field preferred
• 1-3 years of experience in project coordination, licensing, retail operations, or a related field
• Experience with project or approval management platforms (Asana, Wrike, Mediabox, or similar)
• Strong organizational skills and ability to manage multiple concurrent projects and deadlines
• High attention to detail with accurate data entry and record keeping
• Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint) and Google Workspace
• Strong written and verbal communication skills
• Ability to work across departments with stakeholders at varying levels
• Comfortable adapting to a fast paced, deadline driven environment
• Interest in music, entertainment, pop culture, or brand licensing is a plus
• Mac or PC proficiency