RETAIL LICENSING COORDINATOR

JOB SUMMARY:

The Retail Project Coordinator handles the hands-on preparation and processing of submissions and packages, maintains item records, and ensures cross-functional teams have access to current status information.

This role supports the Retail Project Manager in the day-to-day execution of band/brand submissions, approval tracking, and compliance documentation.

The position works under the direction of the Retail Project Manager and coordinates daily with the sales team, and license partners. The coordinator prepares submissions, tracks contractual requirements, updates approval management systems, and supports trade show and meeting preparation as directed.

Knowledge of Microsoft Office Suite, Google Workspace, and project/brand management platforms (Asana, Mediabox, Evo, and/or BrandComply) is vital. The individual must be detail-oriented, organized, accountable for their workload, and able to manage competing priorities across multiple licenses and retail accounts simultaneously.

ESSENTIAL DUTIES

To support the Retail Project Manager in the coordination and execution of band/brand submissions and approvals, including but not limited to the following:

Submissions and Approvals

• Keeping track of item submissions in appropriate portals and reviewing any approvals, rejections and revisions and relaying those updates to the sales team.
• Update submission status across Asana and internal tracking document, ensuring records are current and accurate.
• Prepare and process submission packages for licensor review under the direction of the Retail Project Manager.
• Communicate submission deadlines, approval status, and outstanding items to the sales team and licensors as directed.
• Follow up with licensors on pending approvals and flag delays to the Retail Project Manager before deadlines are at risk.

Contract and License Compliance

• Maintain the license tracking database with all relevant information and ensure its updated accurately in a timely manner.
• Keep track of band/brand information provided by the Retail Project Manager including contract dates, sell-off rights, territory restrictions, approved product categories, and renewal timelines, information with either be in the brand tracking document or in the form of brand guides.
• Track contractual sample requirements for each license and coordinate shipment of samples to licensors on schedule.
• Monitor contract expiration dates and flag upcoming renewals or expirations to the Retail Project Manager for review.
• Maintain records of approved retail channels and distribution restrictions by license.
• Support the Retail Project Manager in building and updating brand guides by entering and organizing contract information as directed (training provided).
• Organize and file project documentation, correspondence, and approval records for easy retrieval.

Cross-Functional Coordination

• Serve as a point of contact for routine status inquiries from the sales team regarding submission and project progress.
• Coordinate with the e-commerce and licensing team on shared licenses and product information as directed by the Retail Project Manager.
• Support meeting preparation by assembling agendas, pulling item status updates, and preparing materials as directed.
• Assist with trade show preparation, including organizing materials, tracking deliverables, and coordinating logistics under the direction of the Retail Project Manager.

Administrative Support

• Provide administrative support to the Retail Project Manager, including scheduling, correspondence, and task tracking related to retail licensing operations.
• Assist with the preparation of client-facing materials, presentations, and reports as directed.
• Maintain organized digital filing systems for licenses, contracts, brand guides, and item records.

JOB QUALIFICATIONS & SKILLS

• Bachelor's degree in relevant field preferred.
• 1-3 years of experience in project coordination, licensing, retail operations, or a related field.
• Experience with Project and/or Approval management platforms (Asana, Wrike, Mediabox or similar).
• Strong organizational skills with the ability to track multiple concurrent projects and competing deadlines.
• High degree of 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 effectively across departments and with multiple stakeholders at varying levels.
• Ability to prioritize tasks and adapt to a fast-paced, deadline-driven environment.
• Interest in music, entertainment, pop culture, or brand licensing is a plus.
• Either MAC or PC usage will be needed.

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and move around the office environment for extended periods.
• Ability to use a computer keyboard and mouse up to 80% of the workday.
• Ability to reach with hands and arms to access files, equipment, and workstations.
• Visual acuity with precise color perception and differentiation is essential for:
• Reviewing design files and pitch deck materials
• Analyzing product samples and color variations
• Ensuring color accuracy across design, production, and retail presentations
• Ability to clearly distinguish between subtle color variations and nuanced design elements
• Ability to view and assess visual materials on digital screens and printed materials
• Ability to lift and/or move up to 25 pounds (for sample management and occasional inventory handling)
• Ability to communicate effectively in person and via phone/video conferencing
• Manual dexterity to operate office equipment, including computers, phones, scanners, and presentation tools

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

This job description is not intended to be all-inclusive. Job duties and responsibilities may be added to, modified, or changed at any time with or without notice at the discretion of management.

Global Merchandising Services Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, protected veteran status, or any other basis protected by applicable law, and will not be discriminated against based on disability. EOE/AA M/F/D/V.