Providing educational resources and opportunities for all individuals involved in book and book-related publishing.

Licensing Contractor Coordinator | VIZ Media


The Licensing Contract Coordinator role has a primary focus to assist the Director, Licensing & Animation Approvals with highly detailed administrative skills. They will be the intermediate liaison between Japanese licensors and other departments or licensees for Publishing and Animation Licensing.


1. Handles administrative tasks relating to all (numerous) Publishing Licensing contracts:

  • Completes business offer sheets and gathers required supporting documents
  • Makes original copies (prints out confirmed contract, staples, tape binding) of contracts
  • Obtains designated executive signature(s)
  • Sends to appropriate licensors to elicit signatures and updates them of contract status
  • Once signed contract is returned, scans all pages, uploads to our server, notifies to legal team of receipt, and stores the original in designated filing location (digital and/or physical)
  • Be in charge of updating contract database


2. Provides strong administrative support to Publishing Licensing staff:

  • Monitors, processes and documents licenses and license renewals
  • Updates copyright list
  • Monitors license status and orders assets accordingly, handles delivered assets for internal departments, updates asset lists and creates invoices accordingly
  • Arranges and tracks shipments of complimentary copies to various licensors
  • Provides (compiles and ships) materials to partner companies
  • Orders sample books, as requested by Licensing staff
  • Supports and oversees the license agreement process, preparation, and approvals, ensuring accuracy within applications
  • Researches and documents required operational licenses for the company


3. Organizes and records merchandise samples from licensees and prepares them for Animation Approvals.

  • Gathers contractual details, including specifications, price, date of delivery and contractual provisions
  • Prepares proposal for animation approval and presents to Director for final approval
  • Acts as the point of contact for both internal and external customers and partners in regard to contractual issues
  • Acts as a liaison between the Licensing department and licensors in Japan, and accounts for proper samples quantity as per contractual brand agreements
  • Creates, maintains and manages a photo gallery database of brand samples for copyright and trademark registration and ships duplicates to Licensors in Japan
  • Organizes, registers and maintains physical samples in our warehouse and maintains record-keeping protocols
  • Identifies and resolves discrepancies in samples inventory and assists with other licensing issues as needed
  • Interacts with Japanese licensors partners to meet supply chain objective

In addition to these responsibilities, performs other activities as assigned.


  • Strong administrative skills a MUST
  • Proficiency with computer usage, including email, Internet, and standard software
  • Ability to pay strong attention to details
  • Ability to prioritize and balance multiple projects simultaneously
  • Ability to manage time effectively and meet deadlines
  • Ability to fluently read, write and speak professionally in Japanese a MUST
  • Ability to speak, read, and write effectively in English
  • Ability to communicate and interact professionally with culturally diverse clients, providers, and staff
  • Ability to work effectively in a small organization with an emphasis on teamwork
  • A driver’s license and a clean driving record, PREFERRED
  • Ability to work legally in the United States
  • Ability to live in/commute to the San Francisco Bay Area



  • 2-3 years of experience in highly detailed administrative support positions PREFERRED
  • Licensing or related experience PREFERRED
  • Bachelor’s Degree from an accredited college or university, or equivalent, with a record that demonstrates suitable preparation for this position



This position does not supervise anyone.



Approximately 80% of time spent on the job involves use of a video display terminal; therefore, must be able to sit for extended periods and to utilize standard ergonomics practices. Primarily works in an office environment, requiring the following activity: lifting and carrying materials weighing up to 55 pounds, kneeling, bending. Must be able to use standard office equipment such as copiers, faxes and shipping.

As part of a multi-media entertainment company, employees may be subjected to work-related images including content such as: sexually explicit images, nudity, and graphic violence. Employees should be willing to work with this type of content. VIZ Media does not condone the viewing of this content where not work-related.


Some local travel is required as needed (to/from company’s warehouse in San Francisco).


Employees must adhere to all applicable VIZ Media policies and procedures. Regular and predictable attendance is required. This is a Regular Full-Time position. Days and hours of work are Monday through Friday 9:00 a.m. to 5:00 p.m., however, willingness and ability to work non-standard business hours, such as nights and weekends, on an as-needed basis is required. Employees must be able to cope effectively with deadlines and multiple demands.