Location: Shoreham By Sea (Hybrid in Office minimum 3 days per week)
Department: Licensing
Are you a highly organised administrator with excellent attention to detail and a passion for keeping information accurate, organised and up to date?
Do you enjoy working with systems, trackers and data, whilst supporting multiple teams and helping projects run smoothly behind the scenes?
Would you like the opportunity to work with some of the world's most recognisable brands and licences whilst developing your career within a global business?
If so, we want you to join our Licensing Team and become part of our journey. Want to know how? Just read on!
Who are Paladone & WeCool?
Paladone is an awardwinning global wholesale giftware company, creating innovative lifestyle products that put a smile on customers' faces worldwide. Alongside our own branded ranges, we work with some of the world's most recognisable licences.
WeCool Toys is a global designer and manufacturer of dynamic toys, crafts and compounds, playing a key role in our international growth strategy
In recognition of our continued growth, culture and international success, Paladone was proudly named Employer of the Year and International Business of the Year at the 2025 Sussex Business Awards. We are also proud to be finalists in the British Training Awards 2026 for our innovative new starter onboarding initiatives winners to be announced 15th July 2026
The opportunity:
We are looking for a proactive and detail focused Licensing Administrator to join our Licensing Team based in Shoreham-by-Sea. Reporting to the Head of Global Licensing, you will provide essential administrative and operational support to the team, ensuring information, documentation, systems and product samples are organised, accurate and readily available across the business. Working closely with our Licensing Coordinators, you will provide the administration and organisation that helps licensed product projects run smoothly and efficiently.
A key part of the role involves maintaining SharePoint folders, updating approval trackers, managing licensing records and supporting product approval administration. However, this is not solely a desk-based position. You will also play an important hands on role in managing product samples throughout the approval process.
You will regularly collect products from our on site warehouse, move samples between departments, organise sample storage areas, photograph products and packaging for licensor submissions, and prepare products to be shipped to licensors around the world. This role would suit a strong administrator who enjoys combining organisation, coordination and practical hands-on tasks in a fast-paced environment.
What are key duties of the role?
Licensing Administration
Maintain Licensing Team SharePoint folders, ensuring contractual, licensing and brand information remains accurate and up to date.
Update and maintain approval trackers and internal records, ensuring relevant information is clearly recorded and communicated.
Support Licensing Coordinators with maintaining licensor line lists and licensing systems.
Assist with preparation work and administration relating to product approvals.
Manage filing, version control and document organisation across departmental systems.
Ensure licensing information can be easily accessed by relevant teams across the business.
Sample Coordination & Product Handling
Coordinate the requesting, tracking and sending of pre-production and production samples.
Collect product samples from the on-site warehouse and distribute them to relevant departments across the business.
Organise and maintain sample storage areas and sample records.
Photograph products and packaging to support licensor approval submissions and internal records.
Prepare samples and related documentation for shipment to licensors and external partners worldwide.
Track all sample activity and maintain accurate records.
Help ensure products reach the right stakeholders at the right time.
Data & Systems Management
Maintain accurate databases, records and tracking systems.
Update spreadsheets and internal business systems.
Produce information and reports for stakeholders when required.
Ensure a high level of accuracy across all documentation and records.
Support continuous improvement of administrative processes and systems.
Collaboration & Support
Build effective working relationships with colleagues across Licensing, Product Development, Compliance and Supply Chain.
Support the Head of Global Licensing and Licensing Coordinators with day-to-day administration.
Assist with departmental projects and business initiatives.
Provide additional administrative support as required.
What we need you to bring to the team:
Essential
Previous administration, coordination or office support experience.
Strong organisational skills with excellent attention to detail.
Confident using Microsoft Office, particularly Excel, Outlook and Word.
Experience maintaining records, trackers, databases or business documentation.
Able to prioritise workload and manage multiple tasks effectively.
Strong communication skills and a proactive approach to work.
Comfortable working in a role that combines administration with practical product and sample handling.
Happy to collect, organise, photograph and prepare product samples for shipment.
Desirable
Experience using SharePoint, Microsoft 365 or other business systems.
Experience supporting product, licensing, compliance, retail, supply chain or commercial teams.
Experience maintaining reporting systems, trackers or approval workflows.
Experience handling inventory, samples or logistics administration.
Experience working within a consumer product, retail, FMCG or licensing environment.
What we will offer in return:
- flexible hours
- hybrid working
- 25 days' holiday (plus bank holidays)
- additional wellbeing days
- a Christmas closure
- a shorter day on your birthday
- Social Committee, fully funded events, team socials and activities that bring people together
- paid medical appointment time
- free eye tests and flu vaccinations
- wellbeing resources
- Mental Health First Aiders
- Cycle to Work options
- 35% staff discount on Paladone & WeCool products
- tech and furniture schemes
- discounted legal services
- access to financial advisers
- an NHS TopUp plan
- annual pay reviews
- bonuses
- long service awards
- peer recognition
- a referafriend scheme
- tailored development plans
- funded training
- professional qualifications
- ILM leadership programmes
- access to Litmos and LinkedIn Learning
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Licensing Adminstrator employer: Paladone Products
Paladone is an exceptional employer, offering freelance videographers the chance to work with globally recognised brands in a dynamic and creative environment. Located in Shoreham-by-Sea, our in-house studio provides state-of-the-art facilities and the opportunity to collaborate with a talented Media team on exciting projects. As part of our freelancer network, you'll enjoy flexibility, the potential for ongoing work, and the chance to contribute to innovative product launches and marketing campaigns.
