Licensing Coordinator
10 days ago
Westbury
LICENSING COORDINATOR Brand: Off-White Location: Westbury, NY (On-Site) Reports To: Brand Manager Employment Type: Full-Time Position Overview We are seeking a highly organized, detail-driven Licensing Coordinator to own and manage the product approval and submission process for Off-White. This role serves as the operational engine behind the brand's licensing execution — ensuring that all product submissions, samples, approvals, and brand communications move efficiently, accurately, and on schedule. The Licensing Coordinator will drive cross-functional coordination between Design, Production, Sales, Merchandising, and the Licensor to ensure brand integrity, timeline adherence, and execution excellence. This is a process-ownership role requiring strong follow-through, urgency, and the ability to manage multiple product cycles simultaneously. Core Responsibilities Product Approval & Submission Ownership (Primary Focus) • Own the full lifecycle of product submissions from concept to final approval, • Manage and track all product sample submissions to Off-White for review, • Maintain detailed submission logs including:, • Submission dates, • Revision rounds, • Approval status, • Required changes, • Final sign-offs, • Proactively follow up with brand stakeholders to prevent approval delays, • Ensure all submissions adhere to Off-White brand guidelines and contractual standards, • Coordinate revisions between internal design teams and licensors Sample & Timeline Management • Track physical and digital samples throughout the review process, • Coordinate shipping of samples to licensors when required, • Ensure seasonal calendars and go-to-market timelines are met, • Maintain real-time reporting dashboards reflecting submission status, • Work closely with production and sales teams to align on delivery expectations Cross-Functional Coordination • Serve as central point of contact for licensing-related product approvals, • Interface daily with Design, Production, Sales, and Merchandising, • Prepare status updates for Brand Manager and leadership, • Support preparation for brand review meetings and product line presentations, • Maintain organized digital records of all approvals and submission history Contract & Compliance Support (Secondary Focus) • Maintain organized records of licensing agreements and key product-related terms, • Ensure product categories, territories, and usage align with contractual scope, • Flag any deviations from contractual or brand guidelines, • Coordinate with Finance on royalty-related inquiries as needed Qualifications • 3–5 years of experience in licensing, brand management, product approvals, or related field, • Experience managing product submissions or approval workflows (fashion or consumer products preferred), • Strong Excel proficiency (tracking logs, dashboards, timeline management), • Exceptional attention to detail and deadline management, • Ability to manage multiple seasonal calendars simultaneously, • Strong written and verbal communication skills, • Highly organized and process-oriented, • Comfortable operating in a fast-paced, brand-sensitive environment Ideal Candidate Profile • Naturally process-driven and deadline-focused, • Comfortable pushing stakeholders to keep timelines on track, • Detail-obsessed without losing sight of bigger-picture brand goals, • Strong follow-up skills — nothing falls through the cracks, • Calm under pressure during peak seasonal cycles
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