Office & Ip Assistant
7 months ago
**Vacancy**: Office & IP Assistant
**Department**:Office
**Reports to**: Office Manager
**Seniority**:Entry level
**Term**:Permanent
**Working arrangement**:Full-time
**About EIP**
***
- EIP is award-winning and specialises in high-value and complex patent matters with offices in Europe and the US. Our multidisciplinary team combines patent attorneys, litigators and commercial IP lawyers in three of the world’s main patent markets - Germany, UK and USA, and now also in the Nordics through our recent expansion into Sweden. EIP has an ever-growing client base, from major multinationals through exciting mid-stage IP-rich companies, to highly innovative start-ups, across the world.
The approach to progress is highly meritocratic, with EIP employees at all levels receiving support through a sophisticated training program. Those who join us share in the team's stand-out visibility in the world of patents and get to celebrate our award wins.
Since 2018 EIP has been a five-time winner of European and UK Patent Contentious Firm of the Year by leading IP magazine, Managing IP while The Financial Times lists EIP as a leading European patent law firm, recently awarding EIP the highest possible ranking (gold stars across all six technology areas). Feedback received from clients and peers rates EIP as “unstuffy and its staff are very personable”, with “excellent technical and legal expertise”, and they “combine an exceptional professional ethic with impressive technical diligence”.
Diversity is an intrinsic part of EIP’s business culture. We are proud to support the IP Inclusive initiative and we are a signatory to the IP Inclusive Charter. EIP actively engages in diversity efforts and is committed to developing an attitude of openness for the benefit of all those working in the IP profession.
**About the team**
***
- The Office Manager, Facilities Coordinator and three Office Assistants make up the Office Team. Members are based in London, Bath, Cardiff and Leeds and deal with a variety of responsibilities in order to facilitate the smooth-running of our UK offices.
**About the role**
***
- The purpose of this role is also to serve the office generally, acting as office representative and carrying out office and house-keeping duties to ensure the smooth running of the Bath office. It is important therefore that the job holder is well organised, a good communicator and responsive to requests.
The Office & IP Assistant is responsible for ensuring that the responsibilities listed below are completed in a timely manner, as well ensuring that any ad hoc requests from the Office Manager or other members of EIP are dealt with.
**Responsibilities**
***
- Reception:
- Meeting and greeting visitors
- Offering and serving drinks to visitors
- Preparing rooms by generally tidying, replenishing supplies, and putting glasses out
- Facilities management
- Liaising with cleaners via Comments Book
- Arranging miscellaneous cleaning jobs
- Reporting building faults and office repairs to the Office Manager
- Following up and chasing contractors when necessary
- Changing Pure Water gas canister when required
- Tidying up the reception and communal/kitchen area
- De-scaling items with approved descaler when necessary i.e. kettle/coffee machine
- Refilling Nespresso holder every morning
- Maintenance of Miele coffee machine (descaling, degreasing and pipework cleaning)
- Taking used batteries to recycling point
- Arranging for cardboard etc. to be left out for cleaners
- Shredding confidential documents
- Ordering, checking and replacing supplies:
- Checking kitchen supplies and placing orders
- Carrying out regular stationery inventories using checklist and placing orders
- Ordering, recycling and replacing toners
- Ordering ad hoc items on request
- Monitoring headed paper/compliment slips
- New starters:
- Preparing desks for new joiners, ordering bins, stationery etc.
- Carrying out office inductions for new starters
- Daily tasks:
- Act as main point of contact for deliveries to and from EIP's Bath office
- Taking post to the local Post Office
- Ensuring fire exits are kept clear
- Handling and topping up petty cash
- Act as a member of the ring group
- Scan paperwork
- Monthly tasks:
- Testing emergency lights, updating and keeping records
- Completing monthly review sheets for EIP's cleaning contractors and keeping an accurate record
- Performing water temperature checks
- Performing fire extinguisher checks
- Travel:
- Handle travel enquiries, make travel arrangements and act as main point of contact for EIP's Travel Team
- PNC:
- Broadcast PNC enquires and field to relevant fee earner/s
- Ensure potential leads are created as records on EIP's CRM system
- Run conflict checks for new PNCs and/or existing clients
- Run credit checks on Creditsafe
- Draft and issue engagement letters via DocuSign
- Submit forms to ensure clients are set up on Inprotech
- Ensure EIP's CRM system is updated with PNC/cl
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