Licensing Coordinator

LICENSING COORDINATORBrand: Off-WhiteLocation: Westbury, NY (On-Site) Reports To: Brand Manager Employment Type: Full-Time Position OverviewWe 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 brands 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 ResponsibilitiesProduct 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 Identify and escalate potential bottlenecks before they impact production timelines This role is accountable for keeping product approvals moving. Sample & Timeline ManagementTrack 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 CoordinationServe 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 Support Finance by providing submission documentation when questions arise Note: Finance owns royalty reporting and payments; this role supports documentation and coordination when required. Qualifications35 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 ProfileNaturally 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