License Co-Ordinator and Product Admin
Job Title: License Co-Ordinator and Product Admin
1 Position
Location: South Wales
Scope of the Role:
A highly motivated and organised individual, you will become the operational backbone of Design Group UK's licensed business, ensuring every product, artwork submission and approval is managed with accuracy, pace and full compliance with licensor requirements.Reporting to the License Category and Commercial Manager, you will oversee the progress of licensed products through every stage of the development process, coordinating cross-functional teams to meet critical deadlines, managing the submission and return of approvals, and maintaining meticulous records to safeguard compliance and minimise business risk.
In addition, you will provide vital administrative support to the Product and Creative teams, including the management of freelance purchase orders, showroom presentation, sample and photography coordination, and other day-to-day operational activities.
The successful candidate will be a proactive, hands-on team player who is willing to roll up their sleeves and support wherever needed. With a keen eye for detail, excellent organisational skills and a collaborative approach, you will work effectively across multiple departments to ensure projects are delivered efficiently and at pace, helping the wider team achieve its objectives.
Key Duties and Responsibilities:
License Co-ordination- Product tracking & pipeline management - Maintain a live tracker of all licensed products from concept to production, flagging milestone risks against critical path and ensuring products needing licensor approval enter the process with enough lead time.
- Artwork submissions & approval management - Coordinate artwork/packaging submissions for licensor approval, log outcomes, manage resubmissions after rejections, and maintain a complete audit trail of approvals and correspondence.
- Licensor compliance & risk management - Track each licensor's approval requirements and deadlines, flag compliance risks to the Licensed Category and Commercial Manager, and support audit preparation.
- Licensed marketing spend tracking - Track contractual marketing spend commitments per license, flag under-spend risks and liaise with Finance to ensure spend is correctly attributed and reported.
- Reporting & administration - Produce pipeline/approval status reports, maintain license records and portal access, and support royalty reporting for the License Category and Commercial Manager.
- Freelance administration – Own the setup of new freelance suppliers, including budget tracking, raising purchase orders and processing invoice submissions.
- Showroom ownership – Plan and execute showroom refreshes, including display ordering and styling requirements, ensuring new products are presented and maintained, and adapting the space for bespoke customer meetings.
- Sample management – Own the end-to-end management of incoming and outgoing samples, maintaining an up-to-date filing system, dispatching samples to customers with detailed tracking labels, and supplying samples to external parties (e.g. marketing, PLC requests). Responsible for post room operations and outgoing parcels.
- Product setup – Set up new licensed products in line with internal processes and agreed timelines.
- Product data management – Maintain and update product information (descriptions, codes, pricing, specifications, supplier details and status changes) across internal systems, spreadsheets and databases, ensuring accuracy at all times.
- Product photography coordination – Coordinate photography for new products to support customer requests and DG-branded products on the B2B Pepperi platform.
- Audit & compliance support – Support the auditing team by tracking SOPs and Health & Safety requirements as briefed by the Health and Safety Manager.
- Budget & overtime administration – Collate studio overtime and submit budget requirements.
- Materials coordination – Coordinate the ordering of materials for the samples department.
- General support – Provide general administrative support across the product and creative functions as needed.
- Self-motivated and willing to get involved in the development of new products.
- Exceptionally organised and detail-oriented — able to manage a high volume of concurrent tracked items without losing accuracy or pace.
- A natural co-ordinator — confident chasing internal teams and external partners to keep processes moving and deadlines met.
- Clear, confident communicator — able to relay feedback, flag risks and manage expectations across creative, commercial and operational stakeholders.
- Process-driven with a proactive mindset — identifies gaps before they become problems and puts systems in place to prevent recurrence.
- Comfortable working under deadline pressure across multiple concurrent workstreams without dropping detail.
- Strong IT skills — proficient in Microsoft Office (particularly Excel for tracking and reporting). Experience with licensor approval portals or equivalent digital workflow tools is advantageous.
- Experience in a co-ordination, administration or operations role within a product, creative or licensed business is preferred.
- An understanding of the licensed product landscape — how licensor relationships work and why compliance matters — is desirable but not essential. Full training will be provided.
We are guided by our values – purpose, pace, passion and people. We are committed to supporting and promoting equality and diversity and to create an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.
If you would like any support with your application or to discuss any adjustments that you may require to support you to application process, please contact emcmahon@igdesigngroup.uk.com
Job Type: Full-time
Benefits
- Company pension
- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
- Work from home
