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Administrative Hub Coordinator

2 months ago

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

We are seeking a highly organized and detail-oriented Administrative Hub Coordinator to join our team at Marks & Clerk LLP. As a key member of our administrative team, you will play a crucial role in supporting our patent attorneys and ensuring the smooth operation of our case management system.

Key Responsibilities
  • Case Management: Process incoming communications, record relevant data on our firm database, and generate documentation for internal and external clients.
  • Documentation and Filing: Search for files, file electronic correspondence, and handle communications in a paperless environment.
  • Due Date and Reminder Management: Monitor due dates and reminders, and follow up as required to ensure timely completion of tasks.
  • Client Communication: Liaise with external parties to resolve queries or obtain instructions, and record service charges and generate invoices when applicable.
  • Information Retrieval: Access external information sources to check and retrieve relevant information.
  • Administrative Support: Carry out general administrative duties, including copying, scanning, room booking, and phone answering.
  • Document Creation and Sending: Create, ensure sign-off, and send standard letters/documents to clients.
Requirements
  • Administrative Experience: Previous administrative or legal secretarial experience is essential.
  • Communication Skills: Strong written and verbal communication skills are required.
  • IT Skills: Good IT skills, including MS Office and Outlook, are necessary.
  • Document Management: Experience of a document management system is preferred but not essential.
  • IP Knowledge: IP experience is preferred but not essential.
  • Self-Motivation and Pro-Activity: A self-motivated and pro-active attitude, with a methodical approach and excellent attention to detail, is required.
  • Organisation and Prioritisation: Good organisation and prioritisation skills are essential.
  • Communication and Teamwork: Strong written and verbal communication skills, with the ability to work effectively both independently and as part of a team, are required.
Benefits
  • Competitive Salary: A competitive salary dependent on qualification and experience.
  • Holiday Entitlement: 26 days' annual holiday plus statutory holidays.
  • Hybrid Working: Hybrid working arrangements.
  • Pension Scheme: Contributory pension scheme.
  • Life Assurance: Life assurance.
  • Private Medical Insurance: Private medical insurance (after 12 months).
  • Permanent Health Insurance: Permanent health insurance (after 12 months).
  • Professional Body Membership: Reimbursement of membership fees to professional bodies required for the role.