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IP Case Management Coordinator

3 months ago

Aberdeen, Aberdeen City, United Kingdom Marks & Clerk Full time

Role Overview

The Intellectual Property Administrator plays a crucial role in supporting patent attorneys by adhering to established regulations and utilizing the firm's case management system to deliver prompt and effective services to clients.

Key Responsibilities

  • Managing incoming communications to ensure accurate data entry into the firm’s database.
  • Preparing and distributing documentation to both internal and external stakeholders.
  • Conducting file searches and organizing electronic correspondence while maintaining a paperless workflow.
  • Overseeing due date and reminder lists, ensuring timely follow-ups as necessary.
  • Collaborating with external entities to address inquiries or obtain necessary instructions.
  • Documenting service charges and generating invoices when required.
  • Accessing external resources to verify and retrieve pertinent information.
  • Complying with the firm’s quality management systems, policies, and procedures.
  • Performing general administrative tasks such as copying, scanning, booking rooms, and answering phones.
  • Drafting, obtaining approval for, and sending standard letters/documents to clients.

This position may involve various roles tailored to specific business workflows:

  • Case Administrator - responsible for recording events, processing documentation, sending reminders, and ensuring case records are accurate and up-to-date.
  • Workflow Coordinator - tasked with reviewing and directing all incoming correspondence.

Required Skills and Experience

The ideal candidate will possess:

  • Prior experience in administrative or legal secretarial roles.
  • Exceptional written and verbal communication abilities.
  • Proficient IT skills, including MS Office and Outlook.
  • Familiarity with document management systems (preferred but not mandatory).
  • Experience in intellectual property (preferred but not mandatory).
  • Background in a paperless work environment.

Additionally, the successful candidate will demonstrate:

  • A proactive and self-motivated attitude.
  • A methodical approach with a keen eye for detail.
  • Strong organizational and prioritization capabilities.
  • The ability to perform under pressure and meet tight deadlines.
  • Capacity to work independently as well as collaboratively within a team.

Compensation and Benefits

  • Competitive salary based on qualifications and experience.
  • 26 days of annual leave plus statutory holidays.
  • Hybrid working arrangements.
  • Contributory pension scheme.
  • Life insurance coverage.
  • Private medical insurance after a specified period.
  • Permanent health insurance after a specified period.
  • Reimbursement for membership fees to professional organizations necessary for the role.

Job Requirements

  • Ability to work effectively both independently and collaboratively.
  • Strong organizational and prioritization skills.
  • Capacity to work under pressure and adhere to tight deadlines.
  • Excellent written and verbal communication skills.