Patent Administrator
- London
- Permanent
- Full-time
- Understand and generate appropriate correspondence, including both standard templates and bespoke letters as needed.
- Draft letters, emails, and related communications for review by fee earners.
- Retrieve client information and prepare documentation using internal systems.
- Copy-type and amend documents including (but not limited to):
- Emails
- Letters
- Patent Specifications
- Maintain digital files using the firm’s document management system.
- Handle formalities such as collecting and processing documents required for filing and grant (e.g., translations, Powers of Attorney, assignments).
- Prepare and update formal documents for patent applications.
- Monitor and manage deadlines in collaboration with fee earners, including identifying and managing reminders and extensions.
- Process incoming electronic correspondence, particularly from the EPO.
- Update the case management system (Inprotech/IPT) with relevant dates and clear completed tasks.
- Enter new patent and design matters into the database, including filing dates and required documents.
- Report publications and maintain related due dates in the system.
- Process abandonment of cases as instructed.
- Check and forward grant certificates.
- Manage EPO and EUIPO fee instructions and payments, handling standard procedures independently.
- Maintain and update client and case records including ownership changes and reference amendments.
- Draft and send correspondence for reporting foreign publications and communications.
- Process foreign filing receipts and track subsequent deadlines.
- Validate European patents globally and obtain necessary translations.
- Liaise with the Renewals Department as required.
- Update and manage client-specific databases and systems, including uploading documents, tracking deadlines, and handling invoicing data.
- Generate due date reports tailored to client requirements.
- Prepare invoices, credit notes, and debit notes.
- Adjust WIP entries to reflect client agreements, discounts, and required formats.
- Assist fee earners with managing WIP, including reviewing invoices from foreign associates.
- Schedule meetings, travel, and itineraries as required.
- Manage caseloads and monitor due dates and tasks.
- Communicate with clients, including responding to emails and taking messages in the absence of fee earners.
- Provide cover and support to other Patent Administrators.
- Distribute incoming post to the appropriate team members.
- Maintain CRM systems with up-to-date client information.
- Undertake any additional tasks reasonably requested by partners, fee earners, or senior staff.