Content Licensing Coordinator

Company Description

• Full-Time
• Remote or Hybrid
• Solon, Ohio

Company Description

Playaway Products revolutionized the business of audiobooks in 2005 with Playaway, a pre-loaded audiobook player. Since then, Playaway Products have expanded into a portfolio of innovative technology solutions that continue to transform the way the world's best audiobook, app, eBook and video content is circulated in more than 40,000 libraries, schools, and military installations. With simple and easy-to-use technology at the core of all product development, Playaway's mission is to make digital content accessible to everyone, promote literacy, and bridge the digital divide.

Playaway Products is a subsidiary of Penguin Random House and headquartered in Solon, Ohio. While we have an office and space for you to come in, we also realize that some people like to work from home. We want you to be comfortable, so if that means you work remotely 100%, or if you like to change it up and come in from time-to-time, your work environment is up to you!

https://www.playaway.com

Job Description

The Content Licensing Coordinator provides essential operational and administrative support to Playaway’s Content team. Working closely with Content Strategists, the Lead Content Licensing Strategist, and cross-functional partners, this role ensures smooth execution of acquisition activities, metadata management, partner onboarding, asset coordination, and product-specific content workflows across all Playaway product lines.

The Coordinator supports the end-to-end content pipeline, from initial partner onboarding to final metadata delivery, while helping maintain accurate records, streamlined workflows, and high-quality data. This role works frequently with Content Operations, Sales, Marketing, Finance, Creative, and external publishing partners to ensure clear communication and efficient movement of titles through content ingestion and launch processes.

This role formally reports to the VP of Content, with a dotted line to the Lead Content Licensing Strategist for day-to-day workflow direction and licensing support.

Duties and Responsibilities

Partner Onboarding & Contract Support

• Support onboarding of new publishing partners, including document preparation, filing, internal coordination, and distribution of onboarding materials (executed agreements, technical specs, Tipalti/Payment Portal info, FTP setup).
• Facilitate contract routing and signature processes for advances, renewals, and new partners.
• Set up deal memos and royalty records; process advances, check requests, and supporting documentation.
• Maintain accurate records in NetSuite and internal systems.

Metadata Management & Quality Control

• Perform metadata polishing, review, and cleanup to ensure accuracy across products.
• Conduct Shop audits to identify missing artwork, incorrect data, or titles not pulling from NetSuite
• Update categories, genres, pricing, descriptions, awards lists, state lists, and starred-review data.
• Ensure metadata consistency across all content formats and product lines.

Monthly & Quarterly Title Launch Support

• Support title launch preparation including SOP rankings, Hotlist work, bestseller updates, and metadata alignment.
• Coordinate cross-functionally to ensure titles are launch-ready, including metadata verification, ingestion accuracy, pricing confirmation, and category placement checks.

Acquisition Process Support

• Collect acquisition-related metadata and assets from partners.
• Coordinate ingestion needs with Content Operations, including file checks, metadata delivery, and art clearance tasks.
• Support first-pass title curation for smaller publishers and monthly content review for key partners.
• Maintain acquisition documentation, partner correspondence, and internal tracking boards.

Cross-Functional Communication & Partner Correspondence

• Serve as a point of contact for general partner questions; connect partners with Finance, Content Ops, or other teams as needed.
• Handle meeting follow-ups, send or request samples, gather assets, and support day-to-day partner communication.
• Communicate clearly with internal teams regarding acquisition status, contract progress, and launch timelines.

Content List Creation & Curation Support

• Pull lists for Sales & Marketing (e.g., monthly newsletters, themed lists, sample lists for trade shows, category-specific lists).
• Create and update dynamic lists in Shop, including K–12 recommendations, featured bundles, and quarterly collections.
• Support pack curation, initial title assessments, and content polishing for Launchpad, Quest, and WhaZoodle.

Product-Specific Responsibilities

Playaway

• Support art clearance including requesting licensing details, licensing stock art, tracking expenses, and routing invoices.
• Review ingestion and Shop data for accuracy.
• Coordinate final metadata delivery (e.g., Macmillan/Blackstone ISBN records).

Wonderbook

• Assist with onboarding new accounts and setting up royalty records.
• Support B1 Studios with contract filing, narrator coordination, and asset management.
• Maintain award lists, narrator updates, and sales-rights accuracy.

Launchpad Quest

• Coordinate metadata and asset collection (APKs, artwork), support quality checks, and align on ingestion needs.
• Support quarterly pack creation, replacement pack preparation, metadata polishing, and launch coordination.
• Facilitate partner approvals for artwork, app icons, and marketing materials.

WhaZoodle

• Support audio review, asset collection, metadata alignment, and ingestion coordination.
• Facilitate partner approvals for artwork, packaging, titles, and descriptions.
• Assist with pack curation, naming, polishing, and launch readiness.
• Support B1 Studios with script review, audio review, content checks, and redundancy avoidance.

General Administrative Support

• Maintain Monday boards, internal trackers, and project timelines.
• Assist with internal and external project follow-up and deadline management.
• Research availability for title requests from Customer Experience or Sales.
• Provide ongoing administrative support to Strategists and the broader Content team.

Qualifications

Required

• Strong organizational and administrative skills with excellent attention to detail.
• Ability to manage multiple tasks, partners, and deadlines simultaneously.
• Clear written and verbal communication skills.
• Comfort working cross-functionally with teams such as Content Ops, Project Management, Finance, Sales, Marketing, and Creative.
• Experience with data entry, tracking tools, or content catalog systems.
• Demonstrated ability to maintain consistent accuracy in metadata and documentation.

Preferred

• 1–3 years of experience in publishing, content operations, licensing, media administration, or related fields.
• Familiarity with metadata standards, content ingestion workflows, or publishing operations.
• Experience with NetSuite, Monday.com, or similar workflow management tools.
• Prior experience interacting with publishing partners or vendors.
• Exposure to financial processes such as royalty setup, advances, or contract routing.

Additional Information

• Work is performed in a professional office or approved remote/hybrid environment.
• Regular use of computers, digital tools, and communication platforms is required.
• Occasional travel may be required for partner meetings or internal team gatherings (if applicable).

All your information will be kept confidential according to EEO guidelines.

Full-time and qualified part-time employees are eligible for our comprehensive benefits program. Our range of benefits include, but are not limited to, Medical/Prescription drug insurance, Dental, Vision, Health Care/Dependent Care Flexible Spending Account, Health Savings Account, Pre-Tax and Roth 401(k), Short and Long-Term Disability Insurance, Life/AD&D Insurance, Student Loan Repayment Program, Educational Assistance & generous paid time off.

Playaway Products is a subsidiary of Penguin Random House.  Playaway Products and Penguin Random House values the array of talents and perspectives that a diverse workforce brings. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status.