IP Support Coordinator

3 weeks ago

East Sheen, Greater London, United Kingdom Withers & Rogers Full time
IP Administrator (10-month fixed term contract)
About Us

Withers & Rogers stands as one of Europe's premier intellectual property law firms, boasting a presence across the UK, Paris, and Munich.

With a legacy spanning over 140 years, we remain dedicated to leveraging intellectual property to benefit our clients.

Our clientele includes numerous esteemed and innovative organizations from Europe, North America, and Asia.

We take pride in the extensive expertise and specialized sector knowledge of our patent and trademark attorneys, as well as our support and operations teams.

Our mission is to cultivate trusting relationships, and our vision is to be an independent, responsible, sustainably profitable, and globally oriented firm, recognized for fostering trust.

The Role

This position is a full-time, 10-month fixed term contract located in one of our UK offices. Hybrid working arrangements, including remote work, are available.


Key Responsibilities:

  • Provide comprehensive secretarial support, including the preparation of documents such as letters, emails, and patent specifications.
  • Manage personal and team inboxes, process emails and correspondence (both physical and electronic), update our case management system, and acknowledge receipt when necessary.
  • Ensure accurate and daily maintenance of the computerized case management system, adhering to workflows, generating standard correspondence from templates, and coordinating with Records and Accounts departments, along with our sister company.
  • Prepare official forms for UK, European, and other patent applications, and design applications as needed, utilizing online filing software, processing official fees, and ensuring accurate reporting.
  • Organize and prioritize workload while maintaining composure in a fast-paced environment.
  • Follow Withers & Rogers processes and procedures, as well as client-specific protocols where applicable.
  • Produce and maintain documentation to capture processes developed for key clients.
  • Accurately prepare and process invoices, utilizing e-billing systems when necessary.
About You
To qualify for the role of IP Administrator, you should possess:

  • Proven experience in patent administration.
  • Strong communication skills with the ability to engage with all levels of internal and external stakeholders.
  • Meticulous attention to detail and a commitment to quality work.
  • The capability to balance and prioritize tasks, remain composed during busy periods, and proactively assist team members. Ability to manage an attorney's emails, assess urgency, and take appropriate action.
  • Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel (essential), with a preference for familiarity with case management systems and experience in developing standard procedures and templates for recurring tasks.
  • A willingness to learn and actively participate.
  • The ability to work independently as well as collaboratively within a team.
Your Rewards

  • Competitive salary
  • Benefits including a healthcare cash plan and additional holiday purchase options
  • Flexible working arrangements
  • Enhanced parental leave policies
  • A positive and inclusive work environment
We encourage applications from individuals who believe they possess the skills necessary for success in this role.

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