Patent Administrator

Our client, a European IP law firm is seeking an experienced Patent Administrator. This is a pivotal role with a high level of responsibility, requiring excellent attention to detail. We are seeking someone with good people skills as the role involves direct contact with clients and associates.

Duties of the position include:

• Drafting letters, emails and other correspondence
• Maintaining files electronically using the document management system.
• Being responsible for filing, grant and validations, including collating documents to be signed, forwarding them for signature, monitoring deadlines, chasing the signed documents and forwarding them on receipt, involving the fee earner only when necessary.
• Preparing various Patent Applications and Formalities documents including updating of Inprotech where necessary.
• Reviewing and managing deadlines with fee earner(s), including identifying where reminders or extensions are required.
• Actioning incoming electronic post in EPO mailbox.
• Updating dates to be monitored from any correspondence received.
• Clearing deadlines once application filed/formal information completed.
• Entering new patent and design files, or miscellaneous files, onto the database.
• Entering filing dates, forms and documents filed on new cases, diarising fees as necessary.
• Checking grant certificates before sending to clients.
• Updating records with regard to EPO & EUIPO fee instructions (those paid and those awaiting payment).
• Carrying out routine actions e.g. instruct payment of EP fees
• Updating records system as required, including but not limited to recording name changes, assignments and references.
• Drafting correspondence for reporting foreign Patent and Design publications and other communications to clients.
• Processing foreign filing receipts and diarising/entering of subsequent post-filing due/completion dates.
• Validating granted EP patents, obtaining translations of specifications and claims where necessary.
• Updating and checking various client databases and email systems as per their requirements, including uploading of correspondence, monitoring deadlines, invoices etc.
• Producing due date reports for specific clients.
• Preparing invoices/debit notes, and credit notes.
• Assisting the fee earner with managing WIP e.g. by noting incoming Foreign Agent invoices.
• Liaising with the Accounts Department as necessary
• Arranging meetings, travel and itineraries for fee earners who require such assistance
• Liaising with clients e.g. Responding to emails and taking telephone messages in the absence of fee earners.

To make a successful application you will have/be:

• 3+ years IP or Patent administration experience.
• Ideally have the CIPA qualification
• Strong attention to detail with a methodical approach to work
• Proactive approach to problem solving
• Team Player
• Excellent time management and communication skills
• Ability to prioritise and work under pressure
• IT literate. Knowledge of Inprotech would be highly desirable but not essential.
• Strong Microsoft Office skills and experience with a Client Record Management System and/or Document Management System and/or any Various Client systems.
• Good GCSE qualifications in Maths & English

In return the firm are offering a competitive salary plus excellent benefits. They offer hybrid working arrangements 2 days per week in their central London office, 3 days working from home with a 35-hour week. Monday to Friday 9.00 am to 5.00 pm.