Licensing Coordinator

Cypress HCM; Los Angeles (CA); On-site; USD 41,328 - 52,348; Part time

Job summary

Cypress HCM in Los Angeles is seeking a Licensing Coordinator (Contractor) to support a growing Entertainment & Partnerships team by managing day-to-day licensing workflows, contracts, events, and partner communications.

You will coordinate with vendors, agents, licensees, and internal teams, maintain trackers and documentation, and help keep programs on schedule. Strong organizational skills and at least 2 years of experience preferred.

Qualifications

• 2–4 years in assistant, coordinator, or operations roles.
• Strong organizational skills and attention to detail.
• Experience with calendars, trackers, and shared docs.

Responsibilities

• Support relationships with licensing vendors and partners.
• Coordinate contracts, SOWs, and billing with Legal and Finance.
• Manage calendars, scheduling, and day-to-day logistics.
• Assist with events, tradeshow coordination, and asset flow.
• Maintain internal trackers and documentation for licensing operations.

Skills

Organizational skills

Attention to detail

Communication

Calendar management

Project coordination

Administrative support

Tools

Spreadsheets

Trackers

Databases

Documentation tools

Job description

We are seeking a Licensing Coordinator (Contractor) to join a growing Entertainment & Partnerships team and help build the operational foundation supporting a global licensing business.

This is a hands-on role for someone who enjoys bringing order to complexity, keeping people connected, and ensuring important details do not get lost. You will work closely with the licensing team, internal stakeholders, agencies, vendors, consultants, and licensees to keep projects, communications, contracts, events, materials, and day-to-day workflows moving forward.

The Licensing Coordinator plays a critical operational role within the Licensing team, supporting the execution of licensing programs by keeping workflows, communications, and partner coordination running smoothly. This position helps ensure vendors, agents, external partners, and internal stakeholders remain aligned, informed, and supported, allowing the team to operate efficiently and with clarity.

By managing day-to-day coordination, documentation, scheduling, and logistics, the Licensing Coordinator enables the team to focus on strategic priorities while maintaining strong operational foundations across contracts, events, materials, and partner relationships.

This role is an excellent fit for someone who is proactive, highly organized, comfortable managing multiple projects simultaneously, and excited to join a small team that is actively building and expanding its capabilities.

Key Responsibilities

Vendor, Agent & Partner Support

• Support relationships with key vendors, partners, suppliers, and service providers.
• Handle user access requests and removals for the organization’s licensing software platform.
• Help coordinate day-to-day communications and logistics with licensing agents and external consultants.
• Assist with follow-ups, information sharing, feedback collection, and issue escalation as needed.

Contracts, SOWs & Billing Coordination

• Assist with preparing, tracking, and organizing Statements of Work, contracts, agreements, and related documentation in collaboration with Legal and Finance.
• Help track invoices, purchase orders, and billing schedules to support timely processing and efficient workflows.
• Maintain organized records of contracts, agreements, invoices, and vendor information.
• Update and maintain budget documents, including monthly updates and reconciliations.

Tradeshow, Event & Meeting Coordination

• Serve as a key point of contact for organizing meetings and coordinating logistics related to tradeshows, industry events, partner meetings, and other licensing activities.
• Help ensure smooth planning, communication, and execution across participating stakeholders.

Project, Asset & Material Support

• Support licensing projects by tracking timelines, deliverables, approvals, and outstanding action items.
• Help coordinate licensed-product samples, creative assets, and other materials.
• Assist with preparing trade marketing materials, newsletters, presentations, sales materials, and other resources supporting outreach efforts.
• Support the documentation, tracking, and follow-up process with external legal teams regarding counterfeit goods and potential intellectual-property violations.

Operational & Administrative Support

• Maintain internal trackers, databases, shared folders, and documentation related to licensing operations.
• Help ensure licensing activities follow established internal processes, procedures, and guidelines.
• Support meeting scheduling, preparation, and organization as needed.

Cross-Functional Collaboration

• Collaborate with internal teams such as Legal, Finance, Marketing, Product, Brand, and Creative to support licensing initiatives.
• Provide general coordination and administrative support to the Licensing team as needed.

Experience & Skills

Candidates do not need to know everything on their first day. What matters most is being dependable, curious, detail-oriented, and prepared to take ownership of the work.

• Two to four years of experience in an assistant, coordinator, operations, or administrative-support role.
• Strong organizational skills and close attention to detail.
• Experience managing calendars, meetings, logistics, action items, and follow-ups.
• Clear and effective written and verbal communication skills.
• Comfort working with spreadsheets, trackers, databases, and shared documentation.
• A proactive, reliable, adaptable, and collaborative working style.

Pay Rate: $30-$38/hour DOE