Administrative Assistant

Phillips Ormonde Fitzpatrick; Melbourne; Hybrid; AUD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a highly organised Administrator to join their IP Operations team in Melbourne. This role offers the chance to work independently and collaboratively, processing IP tasks and maintaining client files. With a focus on innovation and client service, this position is ideal for someone with strong organisational skills and a background in administration. The firm values diversity and inclusion, fostering a supportive environment where employees can thrive. If you're ready to contribute to a dynamic team and help clients protect their innovations, this opportunity is for you.

Benefits

Gender-neutral paid parental carers leave

Salary continuance

Generous Leave provisions

Flexible working arrangements

Reward & Recognition program

Qualifications

• Experienced Administrator with a minimum of 2 years in a professional services environment.
• Strong knowledge of MS Office and various IT applications.

Responsibilities

• Process IP tasks including certificates and examination requests.
• Maintain client files and capture accurate data from correspondence.

Skills

Organisational Skills

Time Management

Interpersonal Communication

Written Communication

Adaptability

Initiative

Prioritisation

Education

Minimum 2 years experience in Administration

Tools

MS Office (Word, Excel, Outlook, Teams)

Various IT Applications and Databases

Job description

We are currently seeking a highly organised and experienced Administrator to join our IP Operations team. In this role, you will work with our bespoke IP document management system to maintain client files, playing a key part in helping our clients transform their creativity and innovations into a commercial edge.

This full-time or part-time (0.8 FTE) position based in the Melbourne CBD offers the opportunity to work both independently and collaboratively with our skilled Operations team.

Reporting to the Operations Team Leaders, your key responsibilities will include:

1. IP tasks such as processing certificates, examination requests, renewals.
2. Receiving directions from internal and external clients to action appropriately.
3. Submitting requests with IP Australia and the Intellectual Property Office of New Zealand as well as other relevant bodies.
4. Capturing and recording accurate data from incoming correspondence.
5. Entering and maintaining case files and client records.
6. Preparing well-constructed written material for key clients.

About you

You are an experienced Administrator with a minimum of 2 years’ experience (ideally in a similar professional services environment). In addition, you will be able to demonstrate the following:

1. A sound knowledge of MS Office, including Microsoft Word, Excel, Outlook, and Teams.
2. Experience in various IT applications and databases.
3. Superior organisational and time management skills.
4. Demonstrated adaptability and initiative skills.
5. Excellent interpersonal as well as written communication skills.
6. Ability to prioritise in high volume environments.

Ideally, you will also have:

1. Experience in workflow management and client file handling.
2. Knowledge of the Intellectual Property industry.

About us

Phillips Ormonde Fitzpatrick (POF) is a privately owned patent and trademark attorney firm with 100+ people across locations in Melbourne, Sydney, Adelaide, Brisbane and Hobart. Our main business is the procurement and defence of intellectual property rights including patents, trademarks, and designs for our clients both domestically and internationally.

We operate at the forefront of innovation and technology, providing our people with opportunities to contribute to real and rewarding outcomes. Our client base is diverse and ranges from individual inventors through to leading multinational corporations.

We are committed to fostering a culture of engagement and collaboration, where our people feel supported and empowered in their roles.

Our strategic Diversity & Inclusion (D&I) commitment is to provide a diverse and inclusive workplace where all our people experience a sense of belonging and thrive. Through encouraging and promoting diverse perspectives, and by embracing a culture of inclusion, we will attract and retain the best people and enable them to perform at their full potential.

About our workplace

On a day-to-day basis, we work with innovative clients to protect their ideas and inventions locally and internationally.

POF prides itself on valuing its people and the diversity and innovative thinking our employees bring to our business. Our culture is built on principles of inclusion, respect, and integrity. Our employees enjoy challenging work in a collegial team-based environment with a genuine work/life balance.

Apart from working in a supportive and welcoming environment, POF employees enjoy access to a range of benefits and initiatives including:

1. Gender-neutral paid parental carers leave
2. Salary continuance
3. Generous Leave provisions (pandemic, vaccine, family violence paid leave)
4. Flexible and hybrid working arrangements
5. Reward & Recognition program including discretionary bonuses

We encourage and welcome applications from people living with disability, Aboriginal and Torres Strait Islander peoples, LGBTQIA+ people, all genders, people from culturally and linguistically diverse backgrounds and mature age people.

Should you require any specific support or adjustments throughout the recruitment process and beyond, please let us know and we will be happy to assist.

How to Apply

Click here to apply with your resume and cover letter.