Licensing Coordinator

Description

What sets us apart?

• Competitive compensation plan, base salary, and annual incentive
• Health Benefits: medical, dental, vision, short term and long- term disability and wellness programs
• 401-k plan with company match
• Comprehensive Paid Time Off and Holidays
• Collaborative and Innovative work environment

COMPANY OVERVIEW 

Vantage Apparel is the nation’s top source for custom logo apparel, serving as the premier choice of renowned global brands. Established in 1977, we have consistently demonstrated B2B innovation in the promotional apparel industry and earned the prestigious designation of one of the “Best Places to Work” in our field. In 2024, our commitment to excellence in apparel decoration was underscored by consecutive securing the 29th PPAI Gold Pyramid award for embroidery, consistently recognized in ASI Counselor® Magazine’s Top 40 company, and the PPAI Gold Pyramid for Marketing content. These honors affirm our persistent dedication to setting industry standards. 

ROLE HIGHLIGHTS

The Licensing Coordinator plays a key role in managing licensing contracts and ensuring compliance with Fair Labor Association (FLA) standards. This position oversees license renewals, royalty reporting, and maintains accurate records while coordinating with internal teams and external partners. The Licensing Coordinator ensures licensing processes run smoothly, supports compliance, and facilitates clear communication across departments.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Oversee licensing contracts, including renewals and required documentation to meet Fair Labor Association (FLA) standards, Code of Conduct, and factory listings.
• Submit new license requests and updates (e.g., product categories, distribution channels) through various online licensing portals.
• Prepare and submit monthly and quarterly royalty/sales reports to licensing portals and partner institutions, ensuring data is formatted according to specified requirements.
• Maintain and update system tables for licensed royalty codes, including royalty rates, institution codes, retailer codes, and contract codes, as well as alphanumeric percentages, as directed by the Licensing department.      
• Compile and maintain a reference schedule of licensed organizations for Customer Service Representatives, including entity      names, royalty rates, contract details, and relevant contact information.
• Conduct internal audits of licensing artwork coding to ensure accurate royalty assignment. Review garment design reports to verify correct royalty coding.
• Verify the licensing status of Promotional Production Division customers and request proof of licensing when necessary.
• Confirm licensing status for Promotional Production Division customers and request proof of licensing when necessary.
• Communicate any changes to royalty rates or licensing entities to the Customer Service team in a timely manner.
• Utilize the company’s proprietary systems for report generation, data analysis, record keeping, and data entry.
• Serve as the primary point of contact for external licensing compliance audits.

Requirements

Ideal Candidate Profile

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

• Proactive, forward-thinking team player who thrives in a collaborative environment.
• Demonstrates a high level of initiative and the ability to work independently.
• Quick to learn and proficient in using multiple software platforms for licensing management.
• Excellent organizational skills with the ability to manage multiple priorities accurately and efficiently.
• Strong attention to detail and a commitment to print quality.
• Prior experience in Customer Service, Sales, or Marketing roles is preferred.
• Excellent communication and teamwork skills.
• Highly organized and capable of prioritizing and executing tasks in a fast-paced environment.

EDUCATION AND/OR EXPERIENCE COMPUTER SKILLS

A high school diploma or equivalent is required, along with 1–2 years of experience in licensing or administrative roles.

COMPUTER SKILLS  

Demonstrated high proficiency with Microsoft Office Suite, including word, Excel, Outlook and PowerPoint.  

At Vantage Apparel we are committed to equal employment opportunities regardless of race, sex, color, ancestry, religion, national origin, sexual orientation, citizenship, age, marital status, disability, gender identity, Veteran status, or other legally protected status.