Licensing & Brand Operations Administrator

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Full Time Clerical Rochester, NY, US

Salary Range: $30.00 To $40.00 Hourly

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: This is not necessarily an exhaustive list of all…