Formalities Administrator – London
Our client is a highly regarded and well-established intellectual property firm with a strong presence in the UK and Europe. Known for its excellent reputation, collaborative culture and long-term stability, this firm acts for a diverse and high-quality client base across a wide range of technologies. The firm places a real emphasis on teamwork, professional development and work-life balance, offering a supportive environment where support professionals are genuinely valued.
The Role
An opportunity has arisen for an experienced Formalities Administrator to join a large and well-resourced formalities function. Reporting into senior members of the support team, this role will sit within a structured department and may involve working across one or more specialist teams depending on experience and business needs. The position offers exposure to a broad range of patent and trade mark formalities work, with scope to develop further and take on responsibility over time.
Key Responsibilities
*Monitoring and managing shared email inboxes and incoming communications
*Maintaining internal deadlines, reminders and docketing systems
*Liaising regularly with fee earners, clients, foreign agents and internal teams
*Preparing and filing documents and forms with patent and trade mark offices
*Processing official communications and ensuring accurate record-keeping within the DMS and IP management system
*Supporting work across areas such as docketing, renewals, international filings and post-grant matters (depending on team)
*Preparing reporting letters, cost estimates and instructions where required
*Assisting with training, mentoring and process documentation
*Providing support on ad hoc projects and departmental initiatives
Requirements
*Minimum of 2 years’ experience working in an IP firm in a formalities-focused role
*Strong attention to detail and excellent organisational skills
*Confident communicator, able to deal with clients and stakeholders at all levels
*Comfortable working to deadlines in a busy, process-driven environment
*Team-focused, adaptable and willing to support colleagues when needed
*Experience using IP management systems (e.g. Inprotech) is highly beneficial
*CIPA qualification desirable but not essential
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