Get to know the role

• Job Title: Licensing Operations Coordinator
• Job Summary: This role is about leading and forward planning operational execution for all matters related to the licensing team, including but not limited to licensing systems, legal, finance, logistics and marketing administration. Licensing consists of Product Licensing, Brand and Product Promotions.
  The Licensing Coordinator for Licensing Operations EMEA will actively lead the design and administration of the Licensing team systems (such as Salesforce, WestEnd, Tableau, Oasis, etc.), by identifying where the operational output of the EMEA licensing department could be optimised, and ensuring all operations run smoothly. They will execute licensing processes (related to legal, finance, and product samples matters), support deal and royalty operations, use reports to track compliance and performance and maintain data accuracy. They will also provide general assistance with Retail, Product and Brand promotion administration when required. The Licensing Coordinator for Licensing Operations EMEA reports to the Manager, Licensing EMEA.
  This is not a Sales, Business Development, Product and/or Marketing role.
• People Manager: No

What you’ll do

Licensing Operations:

• Plan the operations roadmap and core focuses for the upcoming year, supported by Licensing Manager, EMEA, with responsibility to deliver business systems and processes for operational efficiency.
• Identifying business risks and solutions for optimisation across the licensing team.
• Leading operations meetings – Lead on managing all operational projects and status updates in weekly team operations meeting, with clear agendas, minutes and status updates.

Licensing Systems and Portals:

• Salesforce (contract lifecycle support) – Identify needs and implement flow automations and features to streamline the licensing contract lifecycle and other internal workflows (i.e., marketing and franchise calendars).
• WestEnd (internal system management) – Work closely with the business system analyst for WestEnd across all system bugs across royalties, product approvals, contract details. Anticipating roadblocks and proactively taking measures to address them, working closely with line manager, EU royalties coordinator and business system team.
• Tableau (analytics) – Work with the Licensing and Data and Analytics teams to create sales reports.
• Oasis (product samples) – Recommend solutions to streamline the product samples process for the Licensing and Facility teams by jointly managing our storage solutions partner. Co-ordinate the licensing team to ensure samples are recorded for and monitored.

Legal/Paralegal:

• General – Act as point of contact for internal paralegal queries from licensees and retailers by working closely with the Paralegal and Infringement teams.
• Manufacturer Agreements and Custom Letters – Deal with paralegal queries efficiently and in a timely manner by escalating requests to other members of the Licensing team as appropriate, across multiple licensees as a weekly task.
• Infringement – Responsible for tracking and actioning infringement requests from the team, managing priority orders with the infringement team.
• Contract Administration – Responsible for contract data entry in the WestEnd portal on behalf of the Licensing team. Responsible for the contract tracker on behalf of the Senior Licensing Director and Team.

Finance:

• General – Maintain accurate and up to date financial records on TPCi information systems (SharePoint, WestEnd).
• Royalties (Account Receivables) – Act as point of contact for internal financial queries from licensees by working closely with the Royalty teams. Track missing royalty reports quarterly. Host royalty process webinars with Licensees throughout the year and quarterly financial updates.
• Vendors (Account Payables) – Deal with financial queries efficiently and in a timely manner (PO tracker, invoicing, etc.) by escalating requests to other members of the Licensing team as appropriate. Track outstanding invoices sent on behalf of Finance and the Licensing team quarterly. Managing monthly meetings with the finance team and EU royalties coordinator across outstanding issues.
• Royalties (Forecasting) – Send forecast reminders and requests on behalf of the Licensing team on a quarterly basis to existing licensees.  
• Retail Marketing Budgeting – Managing the retail marketing budget across the team, ensuring the retail marketing team are up to date with all invoices paid on time.

PR, and Trade Show Support:

• PR Editorial – Coordinate a yearly B2B editorial plan with the B2B PR consultant and UK PR manager for the team, coordinating all editorial talking points laddering up to the B2B PR plan to support the EU licensing goals.
• Trade Shows – Participate and assist with the planning and attendance of annual European trade shows and events as necessary (Brand Licensing Europe, Bologna Licensing Show, Cobrandz Licensing Show, etc.).

General Administration:

• Provide efficient and professional administrative support to the Licensing Manager, EMEA as required
• Act as point of contact for administrative queries from internal and external stakeholders such as licensees and retailers (co-ordinate orders from the licensing team across retail POS and GWP giveaway items e.g. TCG).

What you’ll bring

• Four (4)+ years of relevant professional experience or a demonstrated equivalent level of expertise.
• Bachelor's degree in a related field or a demonstrated equivalent level of applicable experience.
• Project management across business systems and stakeholders.
• Problem solving skills.
• Excellent oral and written English.
• Proven organizational skills.
• Excellent attention to detail.
• Flexibility and ability to work under pressure with unpredictable schedules and tight deadlines.
• Proficient in MS Office.
• Strong team-player.
• Knowledge of and passion for Pokémon brand a bonus.
• Basic previous licensing administration a bonus.
• Additional European languages a bonus.

Base Salary Range: For this role, new hires generally start between £41,974.00 - £54,773.00 per year. The full range is £41,974.00 - £73,454.00 per year. This range is applicable for the labor market where the role is intended to be hired. The final base salary is directly related to the candidate’s qualifications and professional experience uniquely.

#LI-MW1  #LI-Hybrid

Want to do meaningful legal work — without the monotony? This in-house paralegal role puts you at the heart of a fast-moving global tech business, where you’ll own commercial contract negotiations, manage GDPR data subject access requests, and support with embedding AI tools into everyday legal workflows. If you’re a commercially savvy paralegal with a track record in contract drafting and negotiation, a solid grounding in data protection, and a real appetite for legal technology, this is a rare opportunity to build a career that moves as quickly as you do. 

Here’s a breakdown of what you’ll do (not all of it, just the important stuff): 

• Own commercial contract negotiations end-to-end — drafting, reviewing and negotiating NDAs, sales agreements and vendor agreements, using in-house templates and playbooks, and managing the full contract lifecycle through to signature. 

• Act as a key point of contact for the commercial teams, triaging and managing incoming sales support tickets and assisting senior counsel on more complex matters. 

• Manage end-to-end Data Subject Access Requests (DSARs) under GDPR, from initial assessment through to final response, and support with maintaining privacy and compliance documentation. 

• Utilise AI tools and develop effective prompts to streamline legal workflows, assist with document review, and manage and update legal templates across the business. 

• Support vendor contract reviews and handle ad hoc queries from stakeholders across the business, giving you broad exposure to the full range of commercial legal matters the team deals with. 

These are the essentials you’ll need to get an interview: 

• 2–3+ years’ experience as a paralegal in a fast-paced in-house or private practice environment. 

• Demonstrable experience reviewing, drafting, and negotiating commercial agreements such as NDAs and sales contracts. 

• A solid understanding of GDPR and data protection principles, with hands-on experience managing Data Subject Access Requests (DSARs) from receipt through to final response. 

• A genuine enthusiasm for legal technology and AI tools, with competence in AI prompting and a willingness to embrace innovation in legal workflows. 

• Excellent organisational skills and high attention to detail, with the ability to manage competing priorities under pressure. 

• Strong communication and interpersonal skills, with a collaborative approach to working with sales, finance, and other business partners. 

It would be great if you had these to, but we’ll support you if you don’t: 

• Familiarity with Salesforce and Coupa platforms. 

• Prior experience in a SaaS or technology business, or within an international organisation. 

Purpose of Position

The Paralegal will be an integral member of Pantheon’s Investment Structuring Team sitting within the primary and co-investment team. The team is responsible for the closing of all primary and co-investments globally across the Pantheon platform. The successful applicant will coordinate all aspects of the execution of Pantheon’s transactions including legal negotiations, AML/KYC, SPV set up, Closing notices, Corporate Actions, and NDA’s etc. The paralegal will work closely with the investment, operations and legal/compliance teams to ensure that processes are followed and executed in a timely and accurate manner.

We expect this position will be attractive to a candidate with a legal background who is interested in moving to a more commercial role with a wider interest in investments and business development.

Key Responsibilities

• Project manage transactions a focus on primary and co-investment transactions
• Advise investment teams on legal terms and trends
• Oversee external providers completing NDAs and AML/KYC checks
• Setting up SPVs and checklists
• Coordinating relevant approvals and signatures
• Legal checklists required for investment completion and investment restriction checks
• Closing notices and coordinating with the operations and finance teams on money transfers
• Assisting with fund sales execution
• Maintaining and ensuring accuracy of CRM database
• Ensuring that:
  • all relevant approvals have been received, legal and AML checklists have been signed off and investment restriction checks have been completed;
  • closing notices are completed accurately and on time;
  • operations and finance teams are notified of all relevant information in an accurate and timely manner;
  • money transfers are completed accurately; and
  • requirements and investment restrictions for all Pantheon clients are met.
• Working with Pantheon’s operations, treasury, finance, tax, legal and other back-office functions to continually improve Pantheon’s investment processes.

Knowledge and Experience Required

• Provide a high degree of accuracy in work completed
• Ability to work well in a team
• High level of professionalism, confidentiality, discretion and judgement
• Excellent communication skills, both written and verbal
• PC literacy, including working knowledge of Microsoft applications such as Excel, Word and PowerPoint
• Ability to manage and prioritise workloads effectively and efficiently
• Ability to work to tight deadlines/under pressure
• Prior experience of working in a legal / paralegal role is essential
• Prior experience of funds and the full transaction process
• Ability to work across jurisdictions and time-zones with different cultures and negotiating styles.
• A high degree of attention to detail and accuracy in work completed.
• Highly organised with strong project management skills and exceptional responsiveness.
• Ability to manage multiple workstreams and transactions at once.

Formal Education and Professional and/or Technical Qualifications

• A-Level (or Equivalent): A-B grades required at A-level, or their equivalent
• Bachelor's degree: Degree required preferably in finance, commerce, legal, law or business related
• Post graduate degree: Masters or post graduate legal qualification is ideal but not required

This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. You may be required to perform other job-related duties as reasonably requested by your manager.

Pantheon is an Equal Opportunities employer.