Trade Mark Administrator

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Helping busy IP professionals secure career moves to industry leading firms and companies

This position supports a global legal practice by handling the day-to-day coordination of trade mark matters. The role involves preparing written communications, keeping internal systems up to date, and ensuring all formalities connected to trade mark filings and maintenance run smoothly.

Key Responsibilities

• Draft, edit, and circulate letters, emails, and other written content, ensuring all materials are stored correctly in the firm’s document system.
• Set up and maintain files in the firm’s IP management software (Inprotech/Go Digital), including opening new matters, closing old ones, and adjusting deadlines.
• Manage the filing process for trade mark applications, handle follow-up steps after submission, track work in progress, and prepare billing information.
• Gather the documents needed to assemble filings for UK, EU, international and foreign national trade mark applications or disputes — including arranging signatures, powers of attorney, and any required legalisation.
• Digitise, distribute, and send documents via email, post, or courier as needed.
• Prepare portfolio summaries and reports for clients.
• Communicate with the relevant intellectual property offices to follow up on cases or clarify requirements.
• Keep the firm’s database updated with changes such as deadline extensions, updated client details, ownership changes, or abandonment instructions from attorneys.
• Handle portfolio recordals (assignments, name changes, seniority claims, renewals), including online filings and preparing basic supporting documents.
• Process registration certificates, publication notices, and related communications while liaising with partners, attorneys, clients, overseas associates, and IP authorities.
• Oversee renewal tasks, including completing or coordinating any required proof-of-use documentation.

Skills & Background

• Administrative experience within a legal or other professional services environment.
• Previous exposure to intellectual property work, ideally trade marks.
• Confident IT user with solid knowledge of Microsoft Office and Outlook.
• Clear communication skills, both written and spoken.

Personal Qualities

• Self-driven, with a habit of taking initiative.
• Careful, thorough, and accurate in approach.
• Strong organisational skills and the ability to prioritise effectively.
• Comfortable working alone or collaborating within a team.
• Able to stay focused and productive under time pressure.

Seniority level

Not Applicable

Employment type

Full-time

Job function

Legal

Industries

Legal Services

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