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IMRO Job Vacancy | Licensing Administrator – New Business

January 18, 2023

Job Title: Licensing Administrator – New Business

Salary: Available on Request

Working Environment: Hybrid Working Model

Application: Please send a CV and covering letter outlining how you meet the criteria for the role to

Deadline for applications is 5.00pm on Tuesday 31st January 2023.

Purpose of Job

To manage the processing of new business from the sales licensing team using IMRO’s bespoke CRM system. Assist licensing with processing direct debit discounts (credit notes) resulting from new business and converting as many customers (new & existing) to sign up to our Customer Portal. They will also be responsible for Portal verifications and will assist in IMRO’s marketing campaigns.

Job Context and Content

They will be required to perform quality and legal checks to ensure all signed Dual Music Licence (DML) Contracts are correct and legally binding. They will also ensure all DD’s accompanying the DML are processed with finance and set up for any payment discounts due. They will be responsible for scanning the DMLs to CRM, sending a copy to the customer and ensure all documents are sent to storage. They will send all new customers their first invoice and prompt them to sign up for the IMRO Portal.

Principal Accountabilities

  • Ensuring returned DMLs are 100% legally binding by preforming a list of checks.
  • Creating, adding notes and adjusting accounts on CRM.
  • Scanning, copying and ensuring all customers receive their countersigned copy within the agreed timeframe.
  • Verifying all requests for Portal sign-up
  • Processing all new business DD’s
  • Sending out customers first invoice
  • Assisting Customer First with requests for documentation (statements/invoices)
  • Generating Sales Leads (using MESLIS and other sources)
  • Weekly reporting to the National Licensing Sales Manager
  • Supporting – when required for the other members of the Licensing Department
  • Undertaking such other duties as may be assigned by management from time to time.

Principal Working Contacts

  • New and Existing Customers
    When required – queries on first invoice, portal, checking declarations, sending requested copies of documentation.
  • National Licensing Sales Manager
    On a daily basis re performance, queries and new DML numbers and value etc.
  • Licensing Administrators and other staff in Licensing Dept
    As required re queries on new customer accounts and auditing accounts.
  • Licensing Field and Phone Sales Executives
    On a regular basis regarding customer queries, sales leads and quality control issues regarding new licenses.
  • Credit Control & Legal teams
    On a regular basis re general queries and production of DMLs, including those for new business infringement.
  • Chief Commercial Officer
    On a regular basis regarding wider Licensing department matters.

Challenges Faced

The main challenge faced is to ensure all new DMLs are legally binding in case they are ever needed for infringement and or for court review. Important all checks are performed, with errors highlighted promptly so that the field/phones teams can get resigned if necessary, quickly. Attention to detail and ability to communicate effectively are key in this role but all challenges can be overcome with hard work and dedication and to be focused to the tasks at hand.


The job holder needs to be efficient and focused to getting through a large volume of contracts whilst ensuring follow-ups and queries are also resolved in a timely manner. They need to be able to organise their day to day activities to ensure that they process all DMLs returned for that specific month before month end and that customers wishing to sign up for the Portal are called promptly.

Knowledge and Experience

A business / admin background, working in a quality and target orientated environment for at least 2 years is essential. A proven track record of working in a high-volume environment is a must and an ability to work to the highest level of quality and have outstanding attention to detail. The job holder must have good interpersonal skills, a passion for customer service and must be IT proficient.

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