Licensing Specialist

The Licensing Specialist coordinates and administers licensing activities in support of legal and business functions
. The role maintains agreement data, tracks financial and contractual obligations, and supports the progression of licensing transactions in accordance with established processes. Responsibilities include reviewing agreements, preparing documentation, and ensuring records and reporting are accurate and up to date. The position works closely with legal, finance, and business stakeholders to support timely execution and maintain alignment across licensing activities.

• Coordinate licensing activities across the transaction lifecycle, including tracking agreements, milestones, deliverables, and contractual obligations.
• Maintain and manage tracking tools to monitor timelines and ensure transactions progress according to established schedules.
• Identify delays or gaps in process execution and communicate issues impacting timelines or deliverables.

• Review licensing agreements to extract key terms, financial provisions, and obligations using established templates and documentation standards.
• Prepare structured summaries and maintain supporting documentation for attorney and stakeholders.
• Identify inconsistencies or missing information and route for review.

• Maintain licensing records, databases, and supporting documentation, ensuring information is accurate, complete, and aligned across systems.
• Record and reconcile agreement-related data, including royalty and payment information, across tracking tools and systems.
• Generate reports and compile data to support ongoing tracking, reconciliation, and operational visibility.

• Gather and organize information to support licensing activities and due diligence efforts.
• Compile data into standardized formats to support review and decision-making by attorneys and business stakeholders.

• Coordinate with legal, finance, and business stakeholders to obtain required inputs, track deliverables, and maintain progress across agreements.
• Prepare routine communications, including summaries, status updates, and follow-ups on outstanding items.

• Apply established policies and procedures to support compliance with contractual requirements and internal standards.
• Identify discrepancies in documentation, data, or financial tracking and escalate issues with appropriate context for resolution.

• Education: Bachelor’s degree with coursework or concentration in contract management, finance, or a business/legal discipline preferred. Relevant professional certification in contract management, licensing, or legal support (e.g., CPCM, CCCM, CLP) preferred but not required.

• Experience: Minimum 3+ years of experience supporting licensing, contracts administration, legal operations, or transactional processes within a law firm, corporate legal department, or similar environment. Experience working with commercial agreements, licensing arrangements, or royalty-based structures, including exposure to contract documentation, financial tracking, and compliance requirements.
• Licensing & Contract Acumen: Hands‑on experience supporting contract or licensing workflows, including tracking agreements, maintaining key dates and obligations, and ensuring documentation is complete and up to date. Experience maintaining and reconciling contract or financial data within systems (e.g., CLM tools, royalty tracking platforms, Excel), including tracking payment terms, royalties, or fees. Applied knowledge of standard agreement structures, including extracting and documenting key terms using established templates or trackers.
• Systems & Tools: Proficient use of contract lifecycle management (CLM) systems, document management tools (e.g., iManage or similar), and Excel (e.g., sorting, filtering, lookups, reconciliation) to manage records, validate data, and support reporting across a volume of agreements or transactions.
• Workflow…