Assistant, Sync Licensing Administration

Assistant, Sync Licensing Administration

Role Purpose

The Sync Assistant, Licensing Administration provides foundational administrative and operational support to the Sync Licensing team across the Company’s publishing catalogue. Working closely with the Director, Sync Licensing Administration. The role is responsible for drafting basic template agreements, maintaining contract databases, and tracking signatures through to completion.

This entry-level position is ideal for an organized individual looking to build a career in music publishing, copyright, and sync licensing administration while developing a solid grounding in commercial contracts.

Key Responsibilities

Contract Administration

• Prepare Standard Documentation: Draft initial sync licence agreements using approved commercial deal terms and company templates.
• Execution Tracking: Coordinate the signature process (via digital signature tools), actively monitoring and following up on outstanding agreements to ensure timely execution.
• Basic Amendments: Assist with minor, non-legal administrative updates to documentation (e.g., entity name changes, term extensions, or fee confirmations) under the direction of the Director.
• Escalation & Support: Assist the Director with gathering background information or precedent contracts for more complex negotiations.

System & Database Management

• Data Entry & Maintenance: Accurately enter and update contract status, metadata, and license terms across the company’s contract management and rights administration databases.
• File Management: Maintain fully organized digital archives of executed agreements, deal memos, and underlying correspondence.
• Reporting: Assist with compiling routine status reports on pending sync licenses for appropriate stakeholders.

Technology & Continuous Improvement

• Maintain accurate and up-to-date data within contract management, rights administration and workflow systems.
• Effectively utilise contract management, document automation and digital signature platforms to support efficient contract administration.
• Identify opportunities to improve administrative processes and workflows, sharing suggestions with the Director, Sync Licensing Administration.
• Support the implementation, testing and adoption of new technologies, automation tools and system enhancements across the Licensing Administration function.
• Assist in maintaining contract templates and standard documentation to support consistency, efficiency and process automation.
• Demonstrate a proactive and adaptable approach to learning new technologies, AI-enabled tools and digital solutions that enhance team productivity and service delivery.

Team & Stakeholder Support

• Internal Coordination: Liaise regularly with Creative Sync, Copyright, Finance, and Royalties teams to ensure smooth handoffs of executed deals for invoicing and rights logging.
• External Communication: Serve as a professional, friendly point of contact for routine administrative inquiries from licensees and external business affairs contacts.
• General Administration: Provide general administrative support to the Licensing Administration team as needed, including assisting with payment chasing and vendor set ups, monitoring licensing and payment inboxes and providing basic payment processing cover when required

Knowledge & Experience

Essential

• Strong passion for the music industry, specifically music publishing and sync licensing.
• Prior administrative experience (internships, placements, or entry-level positions within music, media, or legal environments are highly desirable).
• Basic familiarity with music publishing, copyright concepts, or commercial contracts.
• High proficiency in standard office software (e.g., Microsoft Word, Excel, GSuite, DocuSign/Adobe Sign).

Desirable

• Exposure to rights management databases or contract management systems.
• Educational background in Music Business, Law, Media, or a related field.

Skills & Competencies

• Exceptional Attention to Detail: Meticulous approach to reviewing data, deal terms, and document formatting.
• Strong Organizational Skills: Ability to prioritize routine administrative tasks, multitask, and manage deadlines effectively.
• Clear Communication: Professional written and verbal communication skills when interacting with internal teams and external clients.
• Eagerness to Learn: Highly proactive, curious, and motivated to develop technical knowledge in contract drafting and sync administration.
• Team Player: Collaborative mindset with a willingness to support colleagues during busy periods.

Why Choose Us

At Kobalt, we’ve championed creators since 2000. Our technology and music services are built to make the industry more transparent, fair, and rewarding for artists, songwriters, and rights holders. We’re proud to work with some of the world’s most influential talents including Phoebe Bridgers, Sam Fender, Paul McCartney, Foo Fighters, Karol G, Young Thug, Kali Uchis, and Andrew Watt as well as acclaimed writers like Simon Aldred (Rag’n’Bone Man, Liam Gallagher, Celeste) and Clarence Coffee Jr. (Dua Lipa, Lizzo, The Snuts).

We’re a company that thrives on creativity, collaboration, and progress. Our values: Music First, Transparent, Tech Powered, and Transformative. Shape how we work, build, and grow together. We are a community of people who care deeply about making a meaningful impact in music and technology.

Kobalt is an equal opportunity employer. We believe in equitable access to opportunities and are committed to building a diverse, inclusive, and supportive workplace. We welcome applications from people of all backgrounds and identities. If you need any adjustments during the hiring process, please let us know we’re happy to help.

If this sounds like you, then please share your story by filling out the application below. To get you in the right mood, have a listen here to songs by our talented creators, especially curated to get you in the right mood when looking for the next challenge!

IMPORTANT NOTICE

Applicants must be eligible to work in the United Kingdom. A full DBS check will be conducted on acceptance of the offer. Kobalt is an equal opportunity employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, or any other status or characteristic protected by law.