Patent Administrator (London Area)

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
• Maintain 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.
• Update dates to be monitored from any correspondence received.
• Clear deadlines once application filed/formal information completed.
• Enter new patent and design files, or miscellaneous files, onto the database.
• Enter filing dates, forms and documents filed on new cases, diarising fees as necessary.
• Check grant certificates before sending to clients.
• Update records with regard to EPO & EUIPO fee instructions (those paid and those awaiting payment).
• Carry out routine actions e.g. instruct payment of EP fees
• Update records system as required, including but not limited to recording name changes, assignments and references.
• Draft correspondence for reporting foreign Patent and Design publications and other communications to clients.
• Process 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.
• Update and check various client databases and email systems as per their requirements, including uploading of correspondence, monitoring deadlines, invoices etc.
• Produce due date reports for specific clients.
• Prepare invoices/debit notes, and credit notes.
• Assisting the fee earner with managing WIP eg. by noting incoming Foreign Agent invoices. Liaising with the Accounts Department as necessary
• Arrange meetings, travel and itineraries for fee earners who require such assist
• Liaise with clients eg. Respond to emails and take 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
• Stong 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.