Job Description

The Billing & Licensing Coordinator is responsible for managing all licensing agreements and billing processes for organizational programs and partnerships. This role ensures that all license agreements are properly executed, tracked, and renewed on schedule. In addition, the Coordinator oversees invoicing for courses, events, and services, collaborating with internal teams to confirm that payments are received, recorded, and reconciled accurately.

This position is onsite in El Segundo Monday-Friday.

This position reports to the Operations Manager and works closely with internal stakeholders - including relationship managers, sales, and events teams - to support the smooth and compliant operation of all licensed programs.

Key Responsibilities

Licensing Management

• Draft, review, and execute licensing agreements across all programs.
• Track license expiration dates and coordinate renewals with the sales or account management team.
• Serve as the main point of contact during the onboarding and renewal process.
• Communicate directly with licensees to ensure adherence to licensing terms and requirements.

Billing & Invoicing

• Manage all invoicing and accounts receivable functions to ensure timely and accurate billing.
• Complete vendor registration forms as required by clients or partners.
• Track and follow up on outstanding payments related to new licenses, renewals, and events.
• Partner with Accounting to reconcile payments and resolve discrepancies.

Program & Event Support

• Prepare financial reconciliations for programs and events.
• Track and follow up on outstanding items related to billing, expenses, or contracts.

Data Management & Reporting

• Maintain up-to-date records of licensees, billing activity, and revenue in CRM and accounting platforms.
• Generate reports on licensing status, outstanding invoices, and payment activity.

General Administrative Support

• Serve as the main point of contact for licensing and billing inquiries.
• Provide excellent customer service to internal teams, clients, and partners.
• Support leadership with additional administrative and reporting tasks as needed.

Skills & Requirements

• Strong communication, organizational, and problem-solving skills.
• Proven ability to manage multiple priorities and deadlines with attention to detail.
• Experience handling contracts, invoicing, or billing.
• Proficiency in Microsoft Office (especially Excel) and comfort learning new CRM or accounting systems.
• 2+ years of experience in administrative, licensing, or billing functions (preferred).
• Self-motivated, adaptable, and able to work both independently and collaboratively.

Please submit a resume to be considered.

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