Licensing Operations Coordinator

Overview

This role involves leading and forward planning operational execution for all matters related to the licensing team within the EMEA region, including licensing systems, legal, finance, logistics, and marketing administration. The Licensing Operations Coordinator will actively lead the design and administration of licensing team systems such as Salesforce, WestEnd, Tableau, and Oasis. The position focuses on optimizing operational output, ensuring smooth operations, executing licensing processes, supporting deal and royalty operations, tracking compliance and performance, and maintaining data accuracy. This role reports to the Manager, Licensing EMEA and is not a sales, business development, product, or marketing role.

Responsibilities

Licensing Operations

• Plan the operations roadmap and core focuses for the upcoming year with support from the Licensing Manager, EMEA.
• Deliver business systems and processes to improve operational efficiency.
• Identify business risks and propose optimization solutions across the licensing team.
• Lead operations meetings, managing all operational projects and status updates with clear agendas and minutes.

Licensing Systems and Portals

• Salesforce: Support contract lifecycle by identifying needs and implementing flow automations and features to streamline licensing contract lifecycle and internal workflows.
• WestEnd: Manage internal system issues related to royalties, product approvals, and contract details; work closely with business system analysts and relevant teams to anticipate and resolve roadblocks.
• Tableau: Collaborate with Licensing and Data & Analytics teams to create sales reports.
• Oasis: Recommend and implement solutions to streamline product samples processes; coordinate with licensing and facility teams and storage partners.

Legal/Paralegal

• Serve as point of contact for internal paralegal queries from licensees and retailers.
• Manage manufacturer agreements and custom letters, escalating as appropriate.
• Track and action infringement requests, managing priorities with the infringement team.
• Administer contract data entry in WestEnd and maintain contract trackers.

Finance

• Maintain accurate financial records on internal information systems.
• Act as point of contact for internal financial queries from licensees; track missing royalty reports quarterly.
• Host royalty process webinars and quarterly financial updates with licensees.
• Manage vendor financial queries, track outstanding invoices, and coordinate monthly meetings with finance and royalties teams.
• Send quarterly royalty forecast reminders to licensees.
• Manage retail marketing budget and ensure timely invoice payments.

PR and Trade Show Support

• Coordinate yearly B2B editorial plans with PR consultants and managers to support EU licensing goals.
• Assist with planning and attendance of annual European trade shows and events.

General Administration

• Provide administrative support to the Licensing Manager, EMEA.
• Act as point of contact for administrative queries from internal and external stakeholders.
• Coordinate orders for retail POS and giveaway items.

Requirements

• Minimum of 4 years of relevant professional experience or equivalent expertise.
• Bachelor's degree in a related field or equivalent applicable experience.
• Experience in project management across business systems and stakeholders.
• Strong problem-solving skills.
• Excellent oral and written English communication skills.
• Proven organizational skills and excellent attention to detail.
• Ability to work flexibly under pressure with unpredictable schedules and tight deadlines.
• Proficiency in MS Office.
• Strong team player.

Preferred Qualifications

• Knowledge of and passion for the Pokémon brand is a plus.
• Basic previous licensing administration experience is a bonus.
• Additional European language skills are advantageous.

Compensation & Benefits

• Base salary range: £41,974.00 - £73,454.00 per year, with new hires generally starting between £41,974.00 - £54,773.00.
• Final salary depends on qualifications and professional experience.
• Competitive cash-based compensation programs.
• 100% employer-paid healthcare premiums.
• Generous paid family leave.
• Employer-paid life insurance.
• Employer-paid long and short-term income protection insurance.
• Pension employer contributions (UK/IRE/MX employees).
• Fitness reimbursement.
• Commuter benefits.
• Access to LinkedIn learning.
• Comprehensive relocation package for certain roles.
• Hybrid work environment.

Location & Eligibility

• Candidates must have the right to work in the United Kingdom or Republic of Ireland, depending on the role location.
• Visa sponsorship may be available in some cases.
• Applications from all nationalities are welcome and employment permit support may be considered where appropriate.

Additional Information

• This role does not involve sales, business development, product, or marketing responsibilities.
• The position requires strong collaboration with multiple internal teams including legal, finance, data analytics, and marketing.
• Occasional duties outside normal responsibilities may be required.
• Reasonable accommodations are available for applicants during the hiring process upon request.