Licensing & Brand Operations Administrator

Rochester Optical; City of Rochester (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Rochester Optical is seeking a Licensing & Brand Operations Administrator to support the day-to-day management of licensed brands, approval workflows, marketing coordination, design administration, and cross-functional project tracking.

The role ensures compliance with licensor requirements, tracks approvals and deadlines, maintains licensing documentation, and facilitates communication between internal teams and external partners.

Qualifications

• Bachelor degree or equivalent experience in business, marketing, communications, brand management, merchandising, product development, or related field.
• Experience in licensing, marketing coordination, brand operations, project administration, consumer products, retail, or creative workflow support preferred.
• Strong Microsoft Office skills, especially Excel, Word, PowerPoint, and Outlook.
• Experience with digital asset management, project tracking tools, ERP/product data systems, or creative workflow systems is a plus.

Responsibilities

• Coordinate routine licensor communications, maintain contract and renewal trackers, organize approval records, and monitor key deadlines.
• Prepare product, packaging, marketing, and artwork approval submissions; track approvals; maintain compliance documentation and brand guidelines.
• Support campaign coordination, trade show preparation, promotional materials, website/e-commerce updates, and retail placement support.
• Coordinate design requests, manage creative approvals, organize digital assets, maintain brand libraries, and help route design feedback.
• Assist with royalty reporting support, product performance tracking, meeting notes, status reports, action lists, and internal documentation.
• Work with sales, product development, operations, finance, external consultants, and licensors to keep projects moving.

Skills

Licensing administration

Brand operations

Marketing coordination

Project tracking

Cross-functional collaboration

Education

Bachelor degree or equivalent

Tools

Excel

Word

PowerPoint

Outlook

DAM systems

Project tracking tools

ERP/product data systems

Job description

Position Summary

Rochester Optical is seeking a highly organized Licensing & Brand Operations Administrator to support the day-to-day management of licensed brands, approval workflows, marketing coordination, design administration, and cross-functional project tracking. provides administrative, organizational, and licensing support for the company's marketing, branding, and product initiatives.This role coordinates marketing projects, maintains brand assets and marketing materials, supports events and promotional activities, and assists with the day-to-day administration of licensed brands. The position helps ensure compliance with licensor requirements, tracks approvals and key deadlines, maintains licensing documentation, and facilitates communication between internal teams and external partners. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple projects while supporting marketing, brand management, and licensing operations.

Key Requirements for the Position

Licensing administration:Coordinate routine licensor communications, maintain contract and renewal trackers, organize approval records, and monitor key deadlines.

Product approvals & compliance: Prepare product, packaging, marketing, and artwork approval submissions; track approvals; maintain compliance documentation and brand guidelines.

Marketing administration: Support campaign coordination, trade show preparation, promotional materials, website/e-commerce updates, and retail placement support.

Design administration: Coordinate design requests, manage creative approvals, organize digital assets, maintain brand libraries, and help route design feedback.

Reporting & documentation: Assist with royalty reporting support, product performance tracking, meeting notes, status reports, action lists, and internal documentation.

Cross-functional coordination: Work with sales, product development, operations, finance, external consultants, and licensors to keep projects moving and information organized.

Key Attributes for Success in Role

• Exceptional organization, tracking, and follow-through skills.
• High attention to detail, especially with approvals, deadlines, brand rules, and documentation.
• Professional communicator who can interact confidently with internal teams, licensors, vendors, and consultants.
• Proactive project coordinator who can manage many moving pieces without losing deadlines or details.
• Sound judgment and discretion when handling brand, contract, and commercial information.
• Comfortable working with creative materials, brand standards, packaging, marketing content, and product assets.
• Collaborative, service-oriented, and willing to support both licensing and general marketing/design administrative needs.

Success will be measured by organized licensing records, timely approvals, accurate tracking of obligations and deadlines, improved internal communication, better continuity of licensor relationships, and reliable support for marketing and design workflows.

Preferred Qualifications

• Bachelor degree or equivalent experience in business, marketing, communications, brand management, merchandising, product development, or related field.
• Experience in licensing, marketing coordination, brand operations, project administration, consumer products, retail, or creative workflow support preferred.
• Strong Microsoft Office skills, especially Excel, Word, PowerPoint, and Outlook.
• Experience with digital asset management, project tracking tools, ERP/product data systems, or creative workflow systems is a plus.

Physical Requirements for Role

• Ability to sit and work at a computer for extended periods of time while performing administrative, communication, and documentation tasks.
• Ability to use standard office equipment, including a computer, phone, copier, printer, and scanner.
• Ability to communicate effectively in person, by phone, and through written correspondence.
• Ability to move within an office environment and occasionally attend meetings, events, or promotional activities as needed.
• Ability to occasionally lift, carry, or move marketing materials, samples, files, or office supplies weighing up to 25 pounds.

DISCLAIMER

DISCLAIMER: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions associated with the job. While this is intended to reflect the current job accurately, management reserves the right to revise the job or require other or different tasks to be performed as assigned.

Compensation and Benefits

Compensation is commensurate with experience.

The benefits package includes medical insurance (Blue Cross/Blue Shield PPO and three high-deductible plans with employer-sponsored Health Savings Accounts), MetLife Dental Insurance, company-paid group life insurance and group long-term disability insurance policies, a Paid Time Off program, Holidays, a 401(k) program with an annual company match, and avision program.

Rochester Optical is committed to equal opportunity for all, regardless of race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. Rochester Optical will make reasonable accommodation for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

EOE/M/F/Veteran/Disabled